Virginia Department of Corrections

1
Virginia Department of Corrections
ICIS
January 12, 2001
2
What is ICIS
Integrated Correctional Information System
Statewide DOC Network
Offender Management
Financials and Human Resources

• Budget Development/Execution
• Financial Accounting
• Procurement
• Position Control
• Personnel Administration
• Recruitment

• Offender Intake
• Offender Classification/Assessment
• Time Computation
• Health Services Delivery and Records
• Interstate Compact
• Work Release
• Victim Services
• Transportation
• Visitor Tracking
• Housing
• Grievances
• Serious Incidents
• Inmate Pay/Trust
• Commissary

• PCs and Desktop Software
• Communications Servers at Institutions
• Statewide Communications Lines
• Communications Equipment
• Network Infrastructure within Institutions

Correctional Enterprises

• Production Planning
• Production Scheduling
• Materials Management
• Sales
• Capacity Planning,
• Quality Management
• Shipping and Distribution

3
ICIS Business Case
Objective To streamline and integrate the
Department's administrative activities through
the implementation of a commercial,
enterprise-wide system that is fully integrated
and fully web-enabled. Executive Order 51
compelled the Department of Corrections (DOC)
to "... develop plans for delivering current and
expanded services through the Internet and ... 
maximize workstation access to Web-based
transactions by agency and institution employees
for use in their work assignments and in their
status as state employees."   Executive Order
65 attests to the operational efficiencies
expected from ICIS.  The Internet must also be
applied to make government operate more
efficiently and to allow state employees to
become more productive. Web-based technology can
be applied to a wide range of administrative
processes within state government, used by
virtually every agency, to make them more
efficient."  
4
Benefits of ICIS
When administrative processes and technologies
are changed simultaneously, ICIS will

• Provide automated support for the administration
  of finance, human resources, and offender
  management
• Provide integrated processes spanning multiple
  functional areas
• Provide greater access to up-to-date information
• Promote streamlined  departmental policies and
  procedures
• Provide a coherent set of business rules that are
  employed uniformly in statewide DOC facilities.

5
ICIS Approach

• Off-the-shelf Software
• Reengineer Organizational Processes
• Outsourcing the DOC Data Center

6
SAP Current Product Offerings

• Customizable Web Portal
• Financials
• Human Resource Management
• Corporate Financial Management
• Strategic Enterprise Management
• Business Information Warehouse
• Customer Relationship Management
• Advanced Planner and Optimizer
• Real Estate Management
• Environment, Health Safety
• Training Database
• Product Lifecycle Management

7
SAP Investment in Offender Management
Over 30 million for Initial Development
Enhancements
8
Just Say NO!
to software modifications

• Retains software integrity
• Facilitates management of project scope
• Facilitates installation of future SAP software
  upgrades
• Encourages DOCs use of best business practices

9
ICIS Implementation Strategy

• KPMG will assist DOC in reengineering its
  organizational processes to capitalize on best
  business practices.
• KMPG will assist DOC in assimilating
  organizational changes and training employees.
• The implementation will be accomplished through a
  series of short phases each 3 to 6 months.
• Each implementation phase will be conducted under
  a fixed-price contract.
• KPMG will be paid only when implementation
  success has been attained for that phase.

10
What is an Application Services Provider (ASP)

• Runs the ICIS applications on their computers
• Provides high-speed Internet connectivity
• Maintains ICIS database and related security
• Applies software maintenance fixes
• Installs new software releases
• Provides for Contingencies/Disaster Recovery
• Provides application and data security
• Provides operational support 7 days a week, 365
  days a year

11
Benefits of Using an ASP

• Assures ongoing support by certified personnel
• Accommodates growth in transaction volumes and
  data-storage requirements
• Avoids large capital investment for hardware,
  software, and state-of-the-art data center
• Obviates the need for additional FTE for computer
  operations and systems programmers
• Binds performance to predetermined metrics
• Reduces project risk

12
DOC Communications Network
ICIS
New
Old
Telejustice
Telemedicine
The new DOC network is more than 50 complete!
13
ICIS Project Oversight

• The ICIS Oversight Committee will continue to be
  involved through all phases of project
  implementation
• The formal process of risk assessment is being
  provided by the e-Government office of the
  Virginia Secretary of Technology.
• As structured, this is a minimal risk project for
  the Commonwealth.

14
ICIS Financing Model
15
ICIS Costs/User (Employee)
16
Comparative Workplace Costs
17
Project Status

• SAP Software License Agreement - finalizing
  contract
• SAP Development of Offender Management -
  formulating agreement provisions
• KPMG Implementation Services - finalizing
  contract
• Application Services Provider - Reviewing
  competitive proposals

18
What makes ICIS Cutting-Edge for Virginia

• Off-the-shelf software from SAP
• SAP investment in Offender Management
• Absolutely NO software modifications by DOC!
• Performance-based implementation contract
• No financial liability for implementation until
  success has been achieved!
• High visibility oversight, every step of the way

19
The Long View .
The Virginia Department of Corrections has
ensured long-term viability of its planned
investment by establishing an evolutionary path
for its administrative systems and technologies
by outsourcing

• Ongoing Seat management PC related services
• Ongoing software support and enhancements and
• Ongoing operations for the software, data and
  related information security.