Virginia Commonwealth’s Attorneys’ Information System VCAIS Richard Whetstone Commonwealth of Virginia VCAIS Lead Engineer.

Virginia Commonwealth’s Attorneys’ Information System

VCAIS

Richard WhetstoneRichard Whetstone

Commonwealth of VirginiaCommonwealth of Virginia

VCAIS Lead EngineerVCAIS Lead Engineer

Challenges to Automation

The Commonwealth’s Attorneys’ Services The Commonwealth’s Attorneys’ Services Council supports 121 elected Constitutional Council supports 121 elected Constitutional officers.officers.

Only half of this number will agree that today is Only half of this number will agree that today is SundaySunday..

Our agency has Our agency has no authorityno authority to require compliance to require compliance to any standards.to any standards.

Courthouse “culture” in each jurisdiction is largely Courthouse “culture” in each jurisdiction is largely influenced by preferences of the judges on the influenced by preferences of the judges on the respective courts.respective courts.

More Challenges

An An appleapple in Lynchburg may very well be called a in Lynchburg may very well be called a orangeorange in New Kent County and a in New Kent County and a grapefruitgrapefruit in in Russell County.Russell County.

Only about 10% of the 121 jurisdictions have any Only about 10% of the 121 jurisdictions have any computer-based case management system. computer-based case management system.

In-house tech support largely non-existent.In-house tech support largely non-existent. A large percentage of officials have been in office A large percentage of officials have been in office

for a long time and they are generally not for a long time and they are generally not motivated motivated to embrace technology.to embrace technology.

The state sponsor for funding is VERY The state sponsor for funding is VERY supportive of efforts to computerize.supportive of efforts to computerize.

Dialing for $$ - Technology solutions meet Dialing for $$ - Technology solutions meet with great favor… for now.with great favor… for now.

ICJISICJIS – Integrated Criminal Justice – Integrated Criminal Justice Information Systems.Information Systems.

They can’t beat the price.They can’t beat the price. Did I mention that it was Did I mention that it was FREEFREE??

In the + Column

History of VCAIS

Brainchild of 2 attorneys in 2 vastly different Brainchild of 2 attorneys in 2 vastly different jurisdictionsjurisdictions

Funded by federal grants – No local money Funded by federal grants – No local money involved in development.involved in development.

Looked at existing software – RFP for competitive Looked at existing software – RFP for competitive negotiations.negotiations.

After 18 months of futile searching we conceded After 18 months of futile searching we conceded defeat and cancelled RFP.defeat and cancelled RFP.

Proposal from an existing state contractorProposal from an existing state contractor IBM Proof of conceptIBM Proof of concept

What in the world is Lotus Notes and what is it doing in my soup?

Relational database backgroundRelational database background IBM had an uphill battle to sell the benefits of IBM had an uphill battle to sell the benefits of

Lotus Notes.Lotus Notes. By this time the Y2K issues were looming. Did we By this time the Y2K issues were looming. Did we

have time for new development?have time for new development? IBM took about 4 weeks on proof-of-concept. We IBM took about 4 weeks on proof-of-concept. We

authorized IBM to proceed with prototype.authorized IBM to proceed with prototype.

The story continues…

First working version delivered less than 5 First working version delivered less than 5 months from our concession of defeat.months from our concession of defeat.

Demo to NDAA in late June 1998Demo to NDAA in late June 1998 IBM interested in acquiring rights to IBM interested in acquiring rights to

distribute.distribute. Lynchburg went live in Oct 1998Lynchburg went live in Oct 1998 Virginia Beach went live in Jan 1999Virginia Beach went live in Jan 1999 Creative funding…How to live without Creative funding…How to live without

state support.state support.

and continues…

Regional concept developed – Regional concept developed – contributionscontributions accepted from 8 jurisdictions.accepted from 8 jurisdictions.

Total participating jurisdictions: 10 by Nov 1999.Total participating jurisdictions: 10 by Nov 1999. ……. Meanwhile, back at “Babylon on the James”.. Meanwhile, back at “Babylon on the James”. Legal hurdles overcome. Rights assigned back to Legal hurdles overcome. Rights assigned back to

IBM.IBM. Presentation to Public Defenders and their buy-in Presentation to Public Defenders and their buy-in

to the concept.to the concept. Battle with the boys in finance and budget.Battle with the boys in finance and budget.

It’s Not Over Yet…

After about 6 months of pushing and After about 6 months of pushing and shoving the money was finally released.shoving the money was finally released.

Version 2 development begins.Version 2 development begins. 3 months of incremental delivery and 3 months of incremental delivery and

sporadic testing. What’s version control?sporadic testing. What’s version control? Who owns this thing anyway?Who owns this thing anyway? Behind the scenes the “agency” stages a Behind the scenes the “agency” stages a

coup. coup.

To make a long story shorter

CASC adds position July 1, 2000CASC adds position July 1, 2000 I begin work July 16I begin work July 16 Did I mention the waiting list?Did I mention the waiting list? Rollout to waiting list begins Oct 2000.Rollout to waiting list begins Oct 2000. 4 new jurisdictions added by Dec 224 new jurisdictions added by Dec 22ndnd.. IBM back on the job cleaning up version 2 issues.IBM back on the job cleaning up version 2 issues. The waiting list continues to grow. 6 more and The waiting list continues to grow. 6 more and

counting…counting…

Where do we go from here?

Cooperation with ICJIS components.Cooperation with ICJIS components. Expand relationship with Public Defenders Expand relationship with Public Defenders

Commission?Commission? Building network of CLP support.Building network of CLP support. Develop peer user group.Develop peer user group. See the USA in my Chevrolet…See the USA in my Chevrolet… Expand infrastructure with new central server?Expand infrastructure with new central server? Add training resources? Add training resources?

What is VCAIS?

Lotus Notes 4.6 application.Lotus Notes 4.6 application. Migration to R5 in stages.Migration to R5 in stages. Hub & Spoke architecture.Hub & Spoke architecture. Internet backbone with 128 bit encryption.Internet backbone with 128 bit encryption. Firewall challenges – Port 1352Firewall challenges – Port 1352 Scalability – Internet access for small Scalability – Internet access for small

jurisdictions.jurisdictions. Single Domino Directory – right now at about 400 Single Domino Directory – right now at about 400

users.users.

What is Case Management?

Defendants, cases, charges, events, witnesses, Defendants, cases, charges, events, witnesses, witness contact documents & case related witness contact documents & case related documents.documents.

Case Parties address book to hold frequent Case Parties address book to hold frequent witnesses, etc.witnesses, etc.

Supplemental database with Charges, courts and Supplemental database with Charges, courts and shared code.shared code.

Profile Documents are the foundation of the Profile Documents are the foundation of the flexibility of the system. Global, System, State, flexibility of the system. Global, System, State, Location, User.Location, User.

Questions??

Contact Information

IBM Global ServicesIBM Global Services

Mr. Steve Plonka, Principal Representative3500 Blue Lake Drive, Suite 300Birmingham, AL 35243Phone: 205-972-7038 Fax: 205-972-7618eMail: [email protected]

Commonwealth’s Attorneys’ Services Commonwealth’s Attorneys’ Services CouncilCouncil

Mr. Richard Whetstone, Lead [email protected] Phone & Fax: 757-420-6932 eMail: [email protected] or

[email protected]

The Road Show rolls on…The Road Show rolls on…