Case Management Process – Pretrial Investigation Pr

oces

s

Conduct initial interview and Create case

Enter all demographic information

Start

Sequential Review Process

Locality DCJS

Release from custody?

Yes

Calculate Risk score and apply PRAXIS/Release

conditions matrix

Risk Assessment performed (PSA or

VPRAI)

Individual is booked into jail and determination is made by PT officer (JAE – Jail Admission Event)

Staff will make release recommendation and

provide report to courtCourt event outcome

Go to subprocess Placement

No

Screening Process

No

End

Criminal History Only report may be completed as part of this step

YesComplete Criminal

History investigation

Perform reference

verification

Document charges and court assignment

Additional stakeholders may

need the rpt

Supervision?

Yes

No

EndEnsure pretrial

information is still valid and that the

risk assessment info is provdided

for anyone that is still detained

Case Management Process – Pretrial Placement P

roce

ss

Enter all demographic information

Start

Locality DCJS

Calculate Risk score and apply PRAXIS/Release conditions

matrix

Risk Assessment performed (PSA or VPRAI), link if exists from screening

event OR Direct placement from court (no investigation)

Referral for pretrial placement and

supervision made by the magistrate or

court

Assign supervision level

Document all conditions of bail as ordered by the court

Complete Criminal History

investigation

Perform reference

verification if needed

Document charges and court

assignment if needed

Types and frequency of

contact

Supervision Process Note: We need to ensure a link to jail admission events/pretrial

investigation for placements resulting from this process. We also need to ability to add or modify charges if done prior to the placement and as a

result of a court hearing. The relationship between a person and a pretrial placement is one to many. The relationship between placement and

pretrial risk assessment is one to one.

Case Management Process – Pretrial Supervision Event Pr

oces

s

Update status of scheduled events

Start

End

Locality DCJS

Apply the administrative

response matrix

Monitor/supervision of court ordered

conditions (includes criminal history

checks)

Schedule events related to the person

on supervision

Document outcomes Document progress

Note: The relationship between a pretrial placement and a pretrial supervision event is one to many.

Determine compliance of

individual

Incentives applied

Adminstrative or court responses

applied

Matrix response

Compliant

Non-compliant

Individuals may or may

not be referred to services

based on

Enter all notes related to the contact with the person on supervision

of issues related to case management

Notes will be documented

throughout supervision

Court outcome

Outcomes: Court Appearance

Public Safety (new criminal arrest)Compliance (bail/supervision)

Case Disposition

Agencies capture how court closes case

Court Date notification (email/text/USPS)

prior to court appearances

Case Management Process – Sequential ReviewPr

oces

s

Report new info to the court

Update the pretrial risk

assessment and pretrial

investigation reports

Start

Back to Start of Sequential

Review Process

Locality DCJS

Release from custody?

Yes

Calculate Risk score and apply PRAXIS/Release

conditions matrix

Risk Assessment updated (PSA or VPRAI)

Individual remains detained and receives

periodic reviews

Staff will make release recommendation and

provide report to courtCourt event outcome

Go to subprocess Placement

No

New information?

No

No updates needed

YesHas interview been

verified

Perform reference

verification

Additional stakeholders may

need the rpt

Supervision?

Yes

No

End

No

Ensure pretrial information is still valid and that the

risk assessment info is provided for anyone that is still

detained

Perform pretrial risk assessment QA

Yes

Check for errors

Make changes to Release Conditions

Matrix if needed

Case Management Process – Probation Placement P

roce

ss

Enter all demographic and case information

Start

Locality DCJS

Screener (MOST) is performed

Individual is referred for probation placement

and supervision

Document all conditions of

supervision as ordered by the court

Complete Criminal History background

check

Perform employment/residence/DNA/LIDS/Sex

Offender verification

Types and frequency of contact

Probation Supervision

Process

Note: Steps in this process flow may be performed concurrently – each

action may result in more or less data entry. The relationship between a

person and a probation placement is one to many. The relationship between placement and risk

assessment is one to one.

Conduct initial contact and

perform intake

Score rating High/Low?

Assignment of supervision level

Document any separate needs

High

Low

Screening OST is performed

Indicator that the indiviual needs a case plan and will require different levels of contact

Case Management Process – Probation Supervision Event Pr

oces

s

Update status of scheduled events

Start

End

Locality DCJS

Apply the administrative

response matrix

Monitor/supervision of court ordered

conditions

Schedule events related to the

person on Probation

supervision

Document outcomes Document progress

Note: The relationship between a probation placement and a supervision event is one to many.

Determine compliance of

individual

Incentives applied

Adminstrative or court responses

appliedMatrix response

Compliant

Non-compliant

Individuals may or may not be referred to services based on needs

Enter all notes related to the contact with the person on supervision of issues related to case management

Notes will be documented

throughout supervision

There are multiple events that impact the

type of subsequent treatment/

intervention referrals

Make treatment/intervention referrals

Analysis of risk level reviewed

Risk level? Case Plan Required Increased frequency of

contact and dosage Add l interventions

M/H

Low

Court outcome

Outcomes: Public Safety (new criminal arrest)

Compliance (supervision)Case Disposition

Agencies capture how court closes case

Notifications to probationer (USPS/

email/text)

Notifications to court (USPS/email)

Could happen earlier in the

process

PTCC and Probation – Reporting ProcessPr

oces

s

Report needed

Business and IT work together to define

requirementsStart

Deliver report to requestor

Ad Hoc or Scheduled?

QA results

IT to write reportAd hoc

Recurring

Run report

End

Locality DCJS

Initiators can be DCJS,

Locality, or statewide

Requirements include ability for

localities to run predefined reports

indepentently

PTCC – IT Help DeskPr

oces

s

Customer initiates request for support Telephone Email

Create HD ticketStartTraining/User

Support?Yes

NO

Assign ticketDefine requirements

Close Ticket

Customers Internal - DCJS staff Local - Local probation/pretrial

agencies

External - Non-DCJS or local agencies

Locality DCJS

Pretrial Services & Community Corrections Technology SupportLo

cal I

T /

Supe

r U

ser

Prog

ram

Sta

ffH

elp

des

kD

evel

opm

ent

/ Pr

ogra

mm

ing

ConnectivityTraining / User

SupportData Requests /

ReportsEnhancements Data Changes

(Add, Correct, Delete)Expungement

Server Maintenance, Upgrade, Installation

Performance / Maintenance

Login ID – Create, Reset, Disable (1)

Password Reset Desktop Support (1)

Login ID – Create, Reset, Disable (2)

Password Reset Server / Application Desktop Support /

Troubleshooting (2)

Data inquiry (3)

Data inquiry (2) Report Design

Data inquiry (1)

Report Programming

Enhancement Request / Design

Hardware Install / Upgrade (2)

Hardware Install / Upgrade (1)

New User Training (1)

Login ID – Create, Reset, Disable (2)

Password Reset Server / Application

New process / program design and implementation

New User Training (2)

Login ID – Create, Reset, Disable (2)

Password Reset Server / Application

Data Modifications

Record Expungements

Enhancement Request / Design

Hardware Install / Upgrade (2) Server Configuration PTCC Software installation

Define Server specifications Purchase, Configuration and

Distribution of Routers Works with Local IT and

Peak10 Support to establish connectivity.

Hardware Purchase, Install, Upgrade (1)

Routine server maintenance

Local hardware Level 1

Troubleshooting Problem

Resolution

Level II Troubleshooting

Problem resolution coordination between Local IT and DCJS

Guidance and support to Local IT

Escalated Issue Investigation

Problem resolution

Guidance and support to Local IT

Record creation and maintenance

Data validation