ICT ENVIRONMENT: GITO

Presentation to Portfolio Committee by the Department of Correctional Services on its ICT Environment

23 June 2015

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MISSION STATEMENTMISSION STATEMENT

• GITO branch acquires, implements, maintains, advises and coordinates secured integrated systems, networks infrastructure and relevant ICT, which are aligned to DCS strategic objectives through relevant project management methodologies.

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• Secure and seamless information flow within and outside the DCS by defining and maintaining an Enterprise Architecture that clearly outlines the integration points for all key business processes, information and technologies across DCS and with external entities and partners, and the standards thereof to support the integration process

• Implementation of enterprise-wide business solutions, including a single view of inmates and offenders information, to improve information security and inmate and offender identification. Improve integration across the Department and reduce complexities in the current technology landscape, which inhibits business flexibility and efficiency, and poses a significant challenge to manage, support and maintain

• Increased automation and elimination of paper-intensive business processes –Through the deployment of an Electronic Documents and Records Management System (EDRMS) at the centres, to enhance the management of warrants and related documents

GOALS & OBJECTIVESGOALS & OBJECTIVES

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GOALS & OBJECTIVESGOALS & OBJECTIVES

• Applications and data are secured and reliable by providing secure business applications and reliable data to support the DCS core functions and facilitate the dissemination of information internally and externally within the JCPS cluster and other relevant stakeholders

• Secured, reliable and responsive telecommunications and network infrastructure

• The consolidation and integration of security technologies into one single infrastructure platform

• The Improvement accountability, efficiency and transparency, through the establishment of strong ICT governance structure and processes and well defined management processes

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TO PROVIDE RELIABLE, INTEGRATED AND SECURED TO PROVIDE RELIABLE, INTEGRATED AND SECURED BUSINESS APPLICATIONS SYSTEMSBUSINESS APPLICATIONS SYSTEMS

National Development Plan, Chapter 12, Seven Point Plan.

Point 5: Establish an integrated and seamless information and technology database or system or both for the national criminal justice system

CHALLENGES RESOLUTION

50 legacy applications that are well past their refresh expiry dates, with some applications being about thirty years old.

Replace the current A&R and CommCorr with IIMS

No integration or seamless information flow.

Business Process Management

Decentralized and duplicated inmate and offender information

Single view of inmate and offender information

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TO PROVIDE RELIABLE, INTEGRATED AND SECURED ICT TO PROVIDE RELIABLE, INTEGRATED AND SECURED ICT AND TELECOMMUNICATIONS INFRASTRUCTUREAND TELECOMMUNICATIONS INFRASTRUCTURE

CHALLENGES RESOLUTION

Old Dilapidated network infrastructure Upgraded, secure, reliable and consolidated ICT infrastructure based on virtualized technologies

decentralised Network Architecture. Integration of Data and Security Network for economies of scale and reduction of duplicate

Slow Procurement Process (Internal) - Red Tape (Turn-around time of documents sign-off is three months)

Reduction of Red Tape

Delay in replacement of VPN Infrastructure to enable Video Conferencing

Speed up the Router Implementation to enable QoS and allow Video Conferencing

National Development Plan, Chapter 12, Seven Point Plan.

Point 6: Modernize in an integrated and holistic way, all aspects of systems and equipment.

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CHALLENGES WITH RDOMS/RASCHALLENGES WITH RDOMS/RASMATTER DESCRIPTION CORRECTIVE ACTIONS TAKEN BY

THE DEPARTMENTSTATUS

Delayed IT projects - RDOMS

Clarity was sought on the service level agreement with the State Information Technology Agency (SITA), especially delayed IT projects - some of which had been ongoing for six years and were still incomplete.

RDOMS - A settlement agreement was entered into with SITA and service provider in March 2014. Project to be re-implemented with reduced scope replacing Community Corrections with biometric identification

Resolved

• During the year 2014/15 the RDOMS objectives were pursued in terms of the Settlement Agreement reached between the DCS, SITA and Dimension Data signed on the 13th March 2014.

• Despite the reduced scope to implement functionality of one business branch, the service provider failed to deliver a working product within the budgeted timeframe.

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• The system as it stands therefore does not fully support the DCS operational core processes as well as the strategic, functional, integration and technical requirements to the satisfaction of the DCS business users and executive management.

• The RDOMS project was therefore concluded on the basis of that Settlement Agreement reached, and having expired at the end of the twelve (12) months period as per the provisions of the terms of agreement thereof.

CHALLENGES WITH RDOMS/RASCHALLENGES WITH RDOMS/RAS

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INTEGRATED INMATE MANAGEMENT SYSTEM (IIMS)INTEGRATED INMATE MANAGEMENT SYSTEM (IIMS)

• Replaces the current A&R (Admission and Release) and CommCorr (Community Corrections) systems

• Supports the goal of achieving a single view of offender through single capture of inmate and offender information

• Centralized database of inmate and offender information• Enhances information security and offender identification• Seamlessly integrates with the JCPS cluster member information systems

for data exchange and information sharing

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INTEGRATED INMATE MANAGEMENT SYSTEM (IIMS)INTEGRATED INMATE MANAGEMENT SYSTEM (IIMS)

IIMSDatabase

IIMSDatabase

AdmissionRelease

Detention

• 243 Correctional Centres across the country

• Manages information capture and reporting of sentenced and unsentenced inmates

• Through the core processes of Admission, Detention and Release

Remand DetentionRemand

DetentionIncarceration &

CorrectionsIncarceration &

Corrections

• Manages basic health care and developmental programmes

• Manages rehabilitative programmes and personal corrections

• Approximately 160,000 inmates nationwide

• Manages Visitations & Visitor Profiling

• Manage Offender Cash, Bail and Gratuities

• Tracks and manages inmate’s movements from admissions through to release from custody

Community CorrectionsCommunity Corrections

• 228 Community Corr Offices across the country

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LAN/WAN & NETWORK INFRASTRUCTURELAN/WAN & NETWORK INFRASTRUCTURE• Upgrading of server rooms infrastructure, as well as cabling and LAN/WAN

equipment and network bandwidth infrastructure

To improve information security Improve connectivity Improvement on Occupational Health & Safety Act (OHSA) – network

controllers currently are in the same room with server and other IT equipment.

Integration of network architecture Reduce duplication Economies of scale

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CONVERGED DATA NETWORKCONVERGED DATA NETWORK

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A crime is committed

It is reported

Verdict

Incarceration

Investigation commences Witnesses identified Evidence secured Accused identified

An arrest is made andthe accused detained

or released on bail

Integrationinto society

Trial

Prosecution/adjudication takes place

Acquittal

Fine

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Scope of the Integrated Justice System

THE IJS PROGRAMME SCOPETHE IJS PROGRAMME SCOPE

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What is the IJS Programme ?What is the IJS Programme ?

• A joint venture between the JCPS Cluster departments

• Funded by a ring-fenced cluster budget allocated to “lead departments”

• Goal: To electronically enable and integrate the criminal justice business

processes and information exchanges (The modernisation of the Criminal

Justice System) from the time a crime is committed to the unconditional

release of an individual in society

• It is governed by the IJS Board comprising of departmental representatives

collectively mandated with the responsibility to execute the

Modernisation Programme under the Cluster’s Development Committee

and in accordance with the IJS Programme

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IJS PROGRAMME RESPONSE TO NDPIJS PROGRAMME RESPONSE TO NDP

• Many of the problems historically preventing the achievement of these

benefits can be traced to one common factor – the lack of a Cluster-wide

information management strategy

• The IJS Programme is about addressing this central issue with the ultimate

goal of responding to the key business drivers by providing the correct

information at the right time to the required parties at the place it is

needed in an appropriate (useful) manner

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DCS CONTRIBUTIONDCS CONTRIBUTION

• Enable electronic information exchange about the inmate between DCS and other cluster Departments.

• Enabling rapid processing of cases through the courts by providing information about case, person and exhibit seamlessly to speed up justice to victims of crime and punishment to perpetrators of crime.

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IJS BUSINESS BENEFITSIJS BUSINESS BENEFITS

• The IJS programmes will contribute to achieving the following business benefits:– Responsiveness of the criminal justice system– Shorter case cycle times– A greater throughput of cases through the system– Fewer withdrawal of cases– Fewer lost case files – Fewer postponements of cases– Reduced awaiting trial detainee population– Greater conviction of the guilty– Improved prioritisation of cases involving young offenders, sexual offences, and priority crimes– A significant reduction in opportunities for corruption– Improved management of exhibits– Enhancement of crime intelligence capabilities– Improved information flow to internal and external stakeholders– Inmate/Offender Location query– Determine the Length of Detention– Electronically tagged offender location query– Visitors profiling – integration to SAPS database– Criminal Record Centre queries on convicted offenders

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IJS PROGRAMME EXECUTIONIJS PROGRAMME EXECUTION

• Step 1:– Activities focus on the modernisation of departmental systems– Reuse of legacy systems where appropriate– New systems where business areas have historically not been supported

• Step 2:– Run in parallel to step 1 as far as possible– Establish and agree on communication protocols and integration infrastructure– Enable information sharing on a step-by-step basis as departmental system readiness

allows (arising from step 1)• Step 3:

– Run in parallel to step 2 as far as possible– Cluster-wide business performance management information produced as information

sharing is enabled under step 2 activities

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SITA CHALLENGESSITA CHALLENGES• Slow Procurement Process.

WAN Connectivity on the new sites (Turn-around time 9 months) Request logged for New service:

Mnqanduli: DCS0275-14 – Still within SITA RFQ process – More than a year now. New KZN Regional Office: DCS0079-13-This project is awaiting delivery of Material

and the expected Delivery Date was 21st April 2015. Quotation for an alternative solution because of cable theft more than three times has

been signed by the Director M Motloung: Winburg Prison - SBEWWNB1-DCS0112-15- Telkom needs to provide feasibility. Tzaneen Prison - SBEWTZA1 - DCS0001-15 – Telkom to provide order. Straat Paardeberg - SBEWSVP1 – DCS0262-14 – infrastructure costing issue, SITA

Management to address with Telkom - More than a year now. Calls logged for faulty router and card:

6134891 (Nongoma) – This updates send by Thapelo on the 26 February 2015 -6134891 - Router has been shipped to SITA Durban, unable to get hold of SITA contact to confirm if it has been delivered to site.

6134891 (Nongoma) – This updates send by Thapelo on the 27 February 2015. SITA Durban has confirmed the router has arrived, they are arranging for a technician to take the router to Nongoma Prison. The technician is still busy with some other field work.

Calls logged for Faulty UPS: Cradock Gemkor ( 6148284 & 6148635) Obiqua (6148627)

• Penalties on the SLA’s to be increased from 2.5% to 5%• Payment Disputes

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SITA PAYMENT DISPUTES

REASON FOR DISPUTE ON PAYMEN T AMOUNTSupporting documents were received from SITA but the amounts indicated does not correspond to the invoice R 2,254,041.39No supporting documents were attached to the invoice R 111,242.80No timesheets attached to invoices to acknowledge that correct hours were worked and calculated R 27,152,429.19DCS confirmed that SITA did not contribute to the compilation of the charter or the project plan according to the minutes of the meeting held on the 2nd Sep 2011

R 1,364,425.42

SITA to provide DCS with attendance register and request for Services (refreshments)

R 29,389.20

DCS confirmed that SITA did not do any training according to the minutes of the meeting held on the 2nd Sep 2011

R 797,108.71

The invoice has no details. A breakdown is required from SITA. This is what was agreed upon in the meeting held on the 2nd September 2011.

R 1,830,934.26

HQ-007109 to the value of R355939.29 was paid on 2011/10/20. The amount outstanding is due to a shortfall, as the exchange rate fluctuated, and the order amount did not correlate with the invoice amount.

R 72,702.61

Invoice was issued against traveling charges to DCS. CDC GITO indicated that DCS not responsible for traveling charges on advisory services.

R 45,144.00

EDRMS and RDOMS services were not delivered by SITA R 203,148.00

An order was issued to SITA (HQ-014693), but due to the fluctuation of the exchange rate, the amount did not correlate with the invoice amount provided by SITA. SITA refused to issue the invoice, as the amount was different. SITA to note paragraph 5 of the MOA that clearly state that if the amount should differ due to fluctuation of the exchange rate, a second invoice will be issued to cover the difference.

R 405,720.00

TOTAL R 34,266,285.58 22

Department of Correctional Services

Executive Management

BranchOperations &

Administration

IntegratedInmate

ManagementSystem

SecurityArchitectureFramework

Applications Architecture

Key Performance Measurements, Control & Monitoring

Vision, Mission, Values, Legislative and Other Mandates

Strategy, Strategic Plans & Outcomes, Goals & Objectives

Information Communications Technology Infrastructure

Identity AccessManagement

Website, Internet/Intranet Services

Electronic Mail &Collaboration

Services

Telephony, AudioVisual Conference

& OtherCommunication

Services

Integrated JusticeSystem (EndPoint)

CorporateGovernance of

ICT PolicyFramework(CGICTPF)

BusinessIntelligence &

Datawarehousing

Financial &Human

ResourceManagementSystems Data

IntegrationArchitecture

Framework &Middleware

Systems

Business Support

Business Process Excellence

ElectronicMonitoring

Incarceration &Corrections

CommunityCorrections

StrategicManagement

Desktop, Mobileand Other End-User

Devices Platform

Finance

HumanResource

Core Inmate /Offender

ManagementSystems Data

GITO

Regional &Management

AreasOperationalStructures

ElectronicDocument

and RecordsManagement

System

ManagementInformation

System

Core Business

Supervision(Parolees &

Probationers)

Integration Services

RemandDetention

SOASOA SOASOA SOA SOA

SOASOA

EnterpriseResource Planning

(Persal, Logis &BAS)

FacilitiesManagement

Other Systems

Supply ChainManagement

FleetManagement

AssetManagement

InspectingJudge

Internal Audit

Legal Services &Contracts

Management

InvestigationsUnit

SystemsDevelopment

Otheroperationaldata stores

Datawarehousing,Archives, Backup &Disaster Recovery

Business Support Data Center

Service Channels

Process AutomationProcess Analysis

MODERNIZATIONMODERNIZATION

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Thank YouThank You

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