Crisp DX Meeting Minutes

Crisp County Data Exchange Project

Meeting Minutes

December 16, 2004

The Meeting was held at the Crisp County Courthouse located at 630-A North Avenue , Macon , GA 31211 . The meeting was called to order at 10:15 AM .

New Participants Introduced :

Two new participants were introduced to the group. Jay Harrell is the new technical consultant to PAC and is helping them with the assessment of a case management system for their offices. Mary Jo Cox is the office manager for the Cordele Circuit Public Defender's office. All of the members introduced themselves to the new participants.

Vendor Information :

It was agreed by the group that the members would try and identify Data Integration companies. The group needs to get information about the vendors that might qualify to respond to an RFP. A couple of vendors, Information Builders and Oracle were mentioned as competitors to XAware. The group suggested that we compile a list of prospective companies so that we could find out if they would have an interest in bidding on an RFP.

Magistrate Court Software Upgrade Status :

Judge Pfieffer stated that IKON had installed the new case management software but that IKON was still modifying the program. He said that they are still working on implementation and working to get the criminal charges database online. He thought that the program implementation would be completed by February 1, 2005. The Magistrate Court should be using the new program by that time. Judge Pfieffer stated that the full cost of the program was still $9,200 and that they have not had to pay additional for the customization work.

Request For Proposal Development :

Nolan Martin created the first draft of the RFP Business Rules to select a Data Integration vendor. He mailed copies of the Business Rules to each of the members for their review before the meeting.

The majority of the meeting time was spent discussing the document created by Nolan Martin. The members offered detailed suggestions and discussed them with Nolan. Nolan said that he would incorporate the changes and print out a revised copy of the RFP. Nolan also said that although he had worked on the Business Rules that there still needed to be the technical specifications including the full Jiem Model to go along with the document that he created. He suggested that the Business Rules should remain a separate document and that the Jiem Modeling of the first warrant data exchange should serve as the technical document for specification requirements for the Data Integration program. Nolan Martin suggested that the RFP should include a “no bid” clause so that vendors would be able to bid even if they didn't meet all of the criteria outlined by the RFP.

Jiem Modeling Tool :

Pete Chambers gave the members a document which was a chart of the Data Fields that should be involved in the first data exchange. He asked that all of the members complete the matrix for their departments and send the document back to him. He suggested that everyone review the data elements and identify any additional data fields that should be included in the data exchange process for the initial warrant data exchange.

The group agreed that the departments should do an analysis so that the technical Jiem model could be completed. It was suggested that PAC and the Public Defender's office should meet to discuss the details of the warrant data exchange if time allows.

Data Exchange Groups :

It was agreed that the members would continue to meet together on Fridays in small groups to work on modeling the warrant exchange in the Jiem Modeling Tool. The Cordele group will meet at the Law Enforcement Training facility in Cordele to work on their Jiem data exchange model. Other members outside of the Cordele area such as PAC and GPD SC will teleconference into the meetings if they are available to assist in the Jiem modeling process.

Future Meeting :

The next meeting will be held at the Law Enforcement Training Facility located at 196 Hwy 300, Cordele , GA 31015 on January 14, 2004 at 10:00am.

The meeting was adjourned at 1pm .

Members present at the Meeting :

Judge Pridgen

Judge Pfieffer

Mary Jo Cox

Rick Malone

Jean Rogers

Nolan Martin

Lee Hampton

Marla Kosier