California / SOMS


Project
Under the direction of the California Department of Corrections and Rehabilitation (CDCR), the Strategic Offender Management System (SOMS) project consolidated existing databases and records to provide a fully automated system and replace manual paper processes.

This project upgraded and standardized the adult inmate and parole data and population management practices enterprise-wide to further enhance staff, offender and public safety.
Goal
The goal of the SOMS project was to replace CDCR’s 40+ disparate legacy application systems and array of paper files with an integrated offender management information system.

Challenge
CDCR operated 33 adult institutions, 12 community correctional facilities, 40 camps, and 5 prisoner mother facilities, housing approximately 172,000 adult offenders. In addition, from nearly 100 locations throughout California, parole agents supervised 114,000 adult parolees and 3,000 juvenile parolees.

The SOMS system is replacing a number of aging legacy systems with a single solution supporting 50,000 users.

Solution
In April 2009, the CDCR awarded the SOMS contract to EDS, an HP company. HP partnered with Marquis Software to deliver the Marquis electronic Offender Management Information System (eOMIS™), an enterprise wide, offender management solution providing a comprehensive, module based solution for Inmate Management and Community Supervision.

SOMS is being delivered in multiple phases, providing Java architecture and a centralized Oracle Data Base that guarantees data integrity and allows all users to access reliable information in a highly secure environment.

Progress
In March of 2011, CDCR deployed the new Strategic Offender Management System (SOMS) application to the 3 adult female institutions in California. On the heels of that successful implementation, in October of 2011, CDCR deployed the new Strategic Offender Management System (SOMS) application to the 30 adult male institutions across California. With these releases of the SOMS application, over 33,000 users were trained to utilize SOMS for Intake, Movements and Counts functionality. This allowed CDCR to start decommissioning old and antiquated stand-alone legacy systems. Upon completion of these releases, all 33 institutions and administrative locations were able to share offender data real-time. During April of 2012, the Holds\Warrants\Detainers, Caseload Assignment and Visitation modules went into production at all CDCR adult institutions.

Benefits
The SOMS project is not strictly a technology solution. A significant portion of the effort in upgrading and standardizing data management will involve business process optimization. SOMS will improve offender management through the innovative use of technology and streamlined processes. All components of the SOMS solution, including all institution and parole functionality, will be implemented in a multi year timeframe. The first phase included the paper central file (C-File) and parole field file conversion to digital format. Initial communication will be sent with all relevant details prior to deployment to individual CDCR sites.

The new initiative streamlines dozens of databases, record keeping processes and systems with a single integrated solution. The resulting environment will include software, hardware and processes designed to transform paper-based adult offender processes into digital processes. The environment will also create business processes for efficiency and effectiveness. As a result, management will have access to more information through business intelligence reports, trending data and dashboard reports to make decisions based on real-time facts about individuals, institutions and staff. In the new environment, staff productivity can improve with secure but easy employee access to accurate and complete offender information.

“Most successful IT Project in the history of the State of California

– Leisa Rackleman,
SOMS Project Manager
California Department of Corrections and Rehabilitations

Project Milestones Met:

• August 12th, 2013 – The third major deployment of SOMS software, Offender Time Computation functionality, was successfully implemented. This new module provided case records staff statewide the ability to enter court commitment and credit/debit information, allowing for the streamlining of their daily tasks including notifications, audits, and automatic real-time calculation and recalculations of offender release, eligibility, and discharge dates for all 135,000 CDCR inmates.

• April 26th, 2012 – The SOMS Project team launched the second release of the SOMS software at all 33 institutions and various administrative locations. This deployment of SOMS included functionality for Holds, Warrants and Detainers (HWD), Visitation and limited functionality related to Caseload Assignments for HWD. The new, automated visitation functionality helps reduce visitation backlogs and waiting times for both offenders and visitors.

• October 18th, 2011 – The SOMS IMC functionality was successfully deployed to the 30 men’s institutions across California. SOMS supports over 33,000 users and an average of 78,000 external movements, 2,800 reception center intakes, 54,400 bed assignments and 1,225 master count transactions per month have been processed in the system since go-live.

• March 29th, 2011 – The eUHR (Electronic Unit Health Record) Initiative went live and CCHCS staff accessed the eUHR application for the first time. The HP technical solution provides users with the Chart Cart functionality, a mechanism that combines data from multiple business processes involving telemedicine encounters.

• March 28th, 2011 – The SOMS Project team achieved a significant milestone with the limited deployment of the first phase of adult institution functionality to the three CDCR women’s institutions. The deployment rolled out the Intake, Movements, and Counts (IMC) functionality related to 6,672 female offenders. This SOMS application release strategy was designed to minimize project risks and build success incrementally, initially focusing on key functionality used daily in the California prison system.

• June 14th, 2010 – The SOMS Project team successfully deployed the Electronic Records Management System (ERMS) Initiative. The ERMS application initially supported C-File access at the three women’s institutions and five administrative support locations.

Technologies and partners
• HP
• Oracle
• Java