Crisp DX Meeting Minutes

Crisp County Data Exchange Project

Meeting Minutes

June 17, 2005

The Meeting was held at the Crisp County Law Enforcement Center located at196 Hwy 300, Cordele , GA 31015 . Lee Hampton called the meeting to order at 10:15 AM.

Minutes for Prior Meetings – Corrections and Approval :

There were two corrections to the previous April 22, 2005 Minutes. Two names were misspelled – Judge Pridgen and Alice Fowler. The minutes were approved by the group with the two corrections.

Metatomix System Status :

Lee Hampton discussed the current status of the Metatomix POC project. He said that Metatomix has been paid $50,000 up front to start on the project and they will be paid the remaining $50,000 after the POC has been up and running for 90 days.

Joel McLendon demonstrated the work that has been done so far on the data integration system. He showed the group the user interface screen for the data integration project. Two Metatomix technical representatives teleconferenced into the meeting. Christian Bar , the project manager located in the Boston office and Meka Egwuekwe from the Memphis office joined the group via telephone.

Joel displayed an interface screen with dummy data to demonstrate how the information will be displayed on the screen. He discussed the details for the fields that will be displayed for a test incident. Joel suggested that there may be some changes to the screen display.

Judge Pfeiffer asked whether the information would be pulled or pushed either from the Police Department's system or the Sheriff's data base to the Magistrates ICON system. Joel stated that for the actual data exchanges, the data will automatically be exchanged without the need for an individual to initiate the exchange process. There will be a query screen but most of the time, the data will be exchanged automatically.

Judge Pfeiffer made the comment that he will have the incident number to type in and then he can create the warrant number. He said that ICON would need to add the incident number to the ICON system.

Joel explained that the data integration program is based on role-based security and depending on your login you will only be able to access information that you would be allowed to see.

Joel said that the Jail Report is not up and running yet but there will be a 24-hour jail list. He stated that there are plans for two reports:

• Every individual arrested in the last 24 hours.

• Current Jail List in real time.

Joel stated that the screen is accessed via a web browser but that SSL security will be used at all times. Jay Harrell said that he would look into getting the third party SSL certificate that will be required for the system.

Jean Rogers asked if the Jail Report will be able to be printed. The answer was yes that all of the reports will be able to be printed to your local printer. The reports will also be able to be saved as another format such as a pdf or doc format.

Pete Chambers said that it will be very important that the information will not be able to be changed by the data integration program that it will be a query system only. He said that it is very that the incident reports created by the Sheriff's department and the Police department not be modified in any way.

Judge Pfeiffer asked if the arrest date and time are on the screen. The answer is yes that they are on the screen. Judge Pfeiffer also asked if the data integration system will be able to stay online so that he would be able to work on his ICON system at the same time. It was confirmed that he would be able to do this. Jay Harrell stated that you don't need to be logged into the query for the automatic exchange of information from the Sheriff's system to the Magistrate's ICON system.

Rick Malone brought up the fact that there is a need to look at the security requirements for GCIC if that information is to be displayed on the data integration query screen. Rick said that he would contact Bill Holland and ask him about the GCIC security issues. He said that Bill Holland should know who would be able to advise us on the proper requirements for security as relates to GCIC information. Pete Chambers suggested that it may be necessary to prompt the user to login and re-enter their password for screens that have GCIC information. He reminded everyone that the Sheriff or Police Department is responsible for the security of the information. Rick Malone said that it would make sense that the laws that apply to paper records should also apply to electronic records. Jay reminded the group that with the role-based security, those users who should not have access to GCIC information would not see that information.

Jean Rogers asked the Metatomix reps if there was any audit trails. Metatomix stated that they will be maintaining system log of who has accessed what information. Lee Hampton said that we should set a standard for the userid and password .

Rick Malone stated that the purpose of the POC was to work through these types of issues.

Magistrate Court Icon Software Status :

Judge Pfeiffer said that ICON is still working on implementation but should be completed by the end of June. They have structured the information by case number. They still have some programming issues but they should have these resolved this week. He said that they intended to switch over their accounting by July 1 st . Judge Pfeiffer offered to go to Atlanta if that would help with the implementation of the data integration project.

Proof Of Concept (POC) Budget Status :

Lee Hampton handed out two printed sheets regarding the POC budget. The two pages detailed the expenses for the Crisp County Data Exchange Proof of Concept (POC) Project Budget.

Rick Malone said that he would keep Joel on the project even if his salary needed to come out of PAC's budget. Joel works full time on the project and has done an excellent job.

CJCC Grant Application #2 Status :

Rick Malone said that the $14 million dollar budget for the Crime Control System Improvement grants has dropped to $9 million for this year. Everyone is taking a hit or being cut-out of the grant process. There were five projects requesting funding for data integration. Four of the projects were flatly denied funding. Our project was denied but with the understanding that if we successfully complete the first phase by implementing the data integration for Crisp County that there would be a fax vote to request that the CJCC members fund the second stage of our data integration project would include the additional three counties so that the entire Cordele Circuit would be involved in the data integration project. CJCC would fund $300,000 and the matching funds would be supplied by PAC for $50,000 and GPDSC for $50,000.

Nolan Martin asked what would constitute a successful completion of stage one. Rich said that Joe Hood says that as long as we prove the concept and that Crisp County is actually sharing the agreed upon information that would show a success for the POC.

Vendor Status For Metatomix System Interface :

Nolan stated that the Court Administration had planned to get money to help with the project, possibly with the annual maintenance and update fees. He said that he would look into this.

Canyon Solutions – The public defender system has already successfully connected and exchanged test information. GPDSC is paying Canyon Solutions for their integration costs.
Judicial Dialog Systems – PAC is covered by their support contract. PAC is planning to move to another case management program and they have received a lot of good help from the Judicial Dialog rep who would like to keep their business when they move to the new case management program. There have been no additional charges for their services. They have tested the integration program. Alice Fowler said that it was great to actually pull up the data automatically.
ICON – It has been difficult to contact the ICON rep. Jean Rogers said that they needed to let her know and she would make sure that the rep responds and take the necessary action. Joel says that Metatomix still needs the table samples for both the court and the clerk system. Rick Malone asked if Jean would call and coordinate with Marty Hahn and explain how important the project is. Judge Pfeiffer suggested a meeting with Marty to discuss the project. Jean will coordinate with Marty. Lee Hampton stated that there needs to be a commitment as to when we will have the necessary information to go forward with the project.
Paragon – Lee Hampton said that it has been very difficult to get a meeting or even a teleconference with Paragon. Jay Harrell says that Metatomix is flexible and that Paragon said that they would use XML Web Services to publish Paragon's schemas. It was suggested that it may be necessary to have Pete Chambers or his boss contact Paragon and convey how important this project is and that we need to cooperation now. Joel said that he would send Pete the information that Metatomix needs. Jean Rogers said that it may be a problem that we didn't go through the Sheriff's Association and that they are working on a data integration project. Rick thought it would be a good idea to bring in the Sheriff's Association to be one of the partners at a later date. We shouldn't be in conflict with the Sheriff's state-wide Jail List program. Jay said that up until now, it has been a problem getting the technical people together to work on the project. Pete asked if funding has been discussed. Funding wasn't really brought up but Lee stated that Paragon is critical to the project's success.
Enterpol – Joel talked with Brian Henry and he wanted $2,000 to just look at the project and quote an amount. Judge Pfeiffer suggested that if the Chief of Police could contact Enterpol and explain the importance of the project and that there is a limited budget that we would get a lot more cooperation. Wes Spires suggested that a one hour teleconference between Metatomix and Enterpol where their Chief would also be on the call would be the best idea.

Jay Harrell brought up a time-out problem that has started happening with the VPN connection. Robin Flanders, network support for Crisp County created the VPN and is now charging for 8 hours of work and would like to know where to send his bill. The total for the bill is about $700. Jay said that all he did was add a user to a database and he thought he was on retainer with the county so he doesn't understand why he is charging such a large amount. Lisa Odom from the Crisp County Police Department said that they use Bobby instead of Robin for their VPN support and thought that he may be able to help with the time-out problem. Wes said that he would ask Bobby to phone Jay regarding the time-out problem.

Request For Information (RFI) Status :

The RFI was sent out to twenty vendors. We received six responses by the June 10 th due date. The following companies plan to respond the the RFP:

Metatomix

Oracle

XAware

SAIC

Analyst

Net Delivery

Request For Proposal (RFP) Status :

We have a good draft of the RFP and Joel will discuss the technical components and what we've learned from the POC. Jay will help Joel with the RFP and it will be sent out to the six vendors who responded to the RFI.

Jean Rogers suggested that it would be important to have the POC up and running by August 1 st . If the vendors have all the information for the project then we should give the vendors until July 15 th or 20 th to finish discussing the details with Metatomix and the POC should be up and running by August 1 st .

WWW.Crispdx.org Status :

The domain website is up and running. PAC still needs to purchase a copy of Dreamweaver for Joel to use to develop the website.

Other Business :

The GJXDM conference at Georgia Tech was discussed. Lee Hampton, Jay Harrell, Marla Kosier and Joel McLendon attended the conference.

Future Meeting :

The next meeting will be held at the Law Enforcement Training Facility located at 196 Hwy 300, Cordele , GA on July 19, 2005 at 10:00am.

The meeting was adjourned at 12:15pm by Lee Hampton.

Present At The Meeting :

Judge Pfeiffer

Judge Pridgen

Rick Malone

Mary Jo Cox