Commonwealth of MassachusettsDepartment of Youth Services (DYS)

DYS Juvenile Justice Enterprise Management System

November 7th 2013

Today’s Agenda

• Department of Youth Services

• JJEMS Project History

What is DYS

As the juvenile justice agency of the Commonwealth of Massachusetts, the Department of Youth Services (DYS) is charged with the detention, custody, diagnosis, education, and care of delinquent juvenile offenders. DYS provides a comprehensive and coordinated program of delinquency prevention and services to youth referred or committed to the Department by the courts. These services are designed to advance public safety and prevent crime by providing positive opportunities for juvenile offenders.

To carry out its duties, DYS partners with communities, families, other government agencies, and external providers – including medical, dental, psychiatric, psychological, social work, legal, investigative and other expert personnel – to deliver services that support positive youth development. Approximately 1,115 youth are committed to the care of the Commonwealth at any given time, and an additional 2,500 are served by the agency while living in the community.

Why JJEMS

On behalf of these clients, the Department’s 100 caseworkers are responsible for a number of tasks, all of which require management – and appropriate real-time sharing – of an enormous amount of data.

JJEMS is an agency-wide, web-based system that allows DYS staff and related, authorized parties to effectively manage all available resources for committed youths in real-time.

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DYS System Users

56 Residential Facilities (Detention, Assessment, Treatment, Revocation)

28 Community based programs

5 Regional and 10 District Offices

2,800 VG Users – DYS Employees and Providers• Caseworkers• District Managers• Site Managers• Detention Coordinators• Clinicians• Health Service Workers• Education Services• Unit Workers

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DYS Locations

• DYS operates 84 programs across the State including:• 56 residential facilities, ranging from staff secure group homes to highly secure locked units, • 28 community based programs to service youth who live in these communities (residing with a

parent, guardian, foster parent or residing in an independent living program).

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JJEMS Introduction

JJEMS VisionAn agency wide, web based enterprise system that will allow the department to effectively manage their resources and, most importantly, their committed youths across the agency in real-time in order to provide the greatest benefit for the youth and the community

Funding through IT Capital Program JJEMS was approved as a 24 month project with a budget of $4.3 million.

The actual project development timeline was 29 months at a cost of $4.8 million.

A Team EffortMembers from DYS, EOHHS-IT, and Consilience Software with a broad range of implementation experience combine in a team effort

A Phased Implementation– Version 1 – Custody and Care of the Client

– Targeted Pilot

• Subset of Population – Female Clients

• Full Range of Function

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JJEMS Introduction

JJEMS is critical to the continued support of the agency’s mission

Strengthen client services by streamlining and standardizing operations and by collecting data at the source as the client moves through the Continuum of Care

Provide current real-time integrated client information necessary for decision-making, early intervention, and effective treatment

Capture data to be used to measure program and agency operational performance.

Enforce policies and procedures aimed at reducing risk and improve the safety of clients and staff

Reduce cost and improve utilization of case management resources through the common sharing of clinical and client data internally and between agencies and service providers

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Project Overview – JJEMS Summary

Web-based intake mechanism for entering newly DYS committed youths and detainees

Case management for DYS committed youths and detainees

Tool for DYS committed youths and detainees tracking & historical records

A systematic approach to applying available DYS Programs for a youth

Workflow management for managing the committed youth as they are subjected to the departmental Continuum of Care (CoC)

Pre-defined on demand reports, scheduled reports, ad-hoc reports

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Project Overview - Benefits

Information sharing and availability

Client-centric system

Strengthen Client Services

Provide updated integrated client information

Improve utilization of case management resources

Improved client interactions for collection of key data

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Project Timeline

3/2/2009

4/1/2009 7/1/2009 10/1/2009 1/1/2010 4/1/2010 7/1/2010 10/1/2010 1/1/2011 4/1/2011 7/1/2011

June 2009

Business Requirements

Completed

March 2009

JJEMSKickoff

October 2010

JJEMSPilotSite

May 2011

ElectronicDocument

Storage

1/15/2011

RegionBusinessAnalysts

User TrainingUser Training

August 2011

DYSBoys

Go Live

Schedule of JJEMS Production Releases

Deliverable/Milestone Planned Start Actual Start Planned End Actual End Status

Production Release (0.9.0.17) 10/12/2010 10/12/2010 10/16/2010 10/16/2010 Completed – Girls Pilot

Production Release (0.9.1.2) 12/8/2010 12/8/2010 12/8/2010 12/8/2010 Completed

Production Release (0.9.2.1) 2/26/2011 3/13/2011 2/26/2011 3/13/2011 Completed

Production Release (0.9.3.1) 4/13/2011 4/13/2011 4/13/2011 4/13/2011 Completed

Production Release (1.0.0.1) 5/21/2011 5/25/2011 5/21/2011 5/25/2011 Completed

Production Release (1.0.1.1) 7/23/2011 7/23/2011 7/23/2011 7/23/2011 Completed

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JJEMS Implementation

A Phased Implementation

• Version 1 – Custody and Care of the Client– Targeted Pilot October 2010

• Subset of DYS Population (Female clients)• Full Range of Function

– Go Live All DYS Population• Full Range Function

Jun-Sep 2010 Oct 2010 Jan-Jul 2011 Aug 2011

Pilot Training Pilot RolloutImplementation

Training Go Live

JJEMS Ongoing Development

Since September 2011, JJEMS has had 8 maintenance and upgrade releases.

Significant system improvements have been:• 2012 Charge Grid Implementation – allowing more accurate recording of youth charges.• Implementation of separate Normalized Reporting Database – allows quicker development

and deployment of strategic reports.• Watch Level and Risk Assessment e-file improvements – allows better governance and

accountability of client records.• Addition of Alternative Lockup Program – Allows for better recording of non-DYS clients

assigned to temporary DYS care.• Not-Committed/Not-Detained Project – Allows better recording and reporting on clients in

Juvenile Detention Alternative Initiative.

Two releases are schedule in Q1 2014:• Improvement to hardware secure flag recording allowing better MMIS and PCG (FFP

revenue collection) interfacing • Pass Policy Project Implementation• Major re-write of charges and placement functionality

Agency Benefits from ongoing development

Reporting database provides ROI

With the addition of the JJEMS reporting database and by improving the timeliness and accuracy of data led to a corrected Medicaid reimbursement claim of an additional $6.5 million in the first year of operation

On-Line Access from the fieldDYS has caseworkers using wireless computers & tablets to access client information from the field. One example is: A caseworker has a scheduled meeting with a youth’s mother to discuss her child’s progress. The caseworker now has access to the progress notes from a session the youth had with a clinician yesterday and updates the mother with current information. Prior to JJEMS all client progress information was stored on paper in client folders at the facility.

EDM The integration of JJEMS with the EOHHS Electric Document Management System (EDM) is being utilized above what we projected. To date JJEMS has 65,137 documents consisting of 271,489 pages stored in EDM. All external client documents from the courts, schools, medical facilities and all signed consent forms are now scanned and attached to the client master records in JJEMS. Prior to JJEMS these documents were filed in client folders at the facility and who know how many copies were made.

What Not to Do

Do not cut testing to recover lost time. You get one shot with the end users.

Nobody remembers if the system was delayed, But if it goes out with major flaws they never forget.

Do not underestimate training.New systems require new business processes.

User roles and responsibilities will change.Make sure business management understands this.

Not setting done criteria. The only constant is there will be a next release.

TIPS

Executive Sponsorship and Governance If senior management isn’t engaged the users won’t be.Identify the project owner/decision maker.

Have a vision.Clearly defining the project's objective, context, goals.Break the project into deliverable tasks.

Get the right people involved. Recruit the best players from IT and Business.

Create a winning environment. Don’t micro manage the team.

Create a Pilot. Pilot should use all functionally.Plan for changes and schedule shift based on feedback.

Work at what you can’t control. Continuously manage external risks. Every project involves 3rd parties.

Declare Victory-Go Live.

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“The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency.

The second is that automation applied to an inefficient operation will magnify the inefficiency.” --Bill Gates

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What you do after a successful implementation.