Category: Improving State Operations

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Tiffany Garrett
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1 UTAH WARRANTS CHECK Category: Improving State Operations Contact: David Fletcher, Chief Technology Officer State of Utah Project Initiation and Completion Dates: June October 2011 NASCIO

2 EXECUTIVE SUMMARY Warrant information is contingent upon accuracy, timeliness, and real-time information. The Utah Statewide Warrants Check is designed to provide information on individuals wanted in the state of Utah. The warrant information comes from courts that send in data to the Utah Criminal Justice Information System via electronic transfer, which means that the data viewed is the direct result of court activity. Accuracy and timeliness are critical factors when acting on warrants information, as this system is dependent upon timely entry and removal of records by the courts. Instead of calling the Bureau of Criminal Intent to get warrant information, all warrant information is updated real-time and available via the Warrants Check Website to the public. 2

The warrant information comes from courts that send in data to the Utah Criminal Justice Information System via electronic transfer, which means that the data viewed is the direct result of court

3 DESCRIPTION OF THE BUSINESS PROBLEM AND SOLUTION Prior to the implementation of Warrant Check, citizens had to call the Bureau of Criminal Investigation to inquire about the status of a warrant. Each phone call took on average 3 minutes. The Bureau of Criminal Intent fielded on average 973 calls/month. Callers would have to provide several combinations of name spelling options. This not only took up valuable employee resources, it was also confined to operating business hours. Now, the Warrant Check system is updated real-time and available 24 hours a day, 7 days a week. The project commenced in June 2011 and the Warrants Check system launched in October Projected development time and launch date was 4 months, and October respectively. Given the private-public partnership with the State of Utah and Utah Interactive, the online Warrants Check system is self-funded and requires no additional tax dollar appropriations. The project is collaborative and utilizes a central database where the courts add and update real-time warrant information. The new Warrants Check online system processes over 50,000 warrant searches each monththat s over 300,000 since implementation. Call volume decreased by 900% and is reallocating the equivalent of 3 full time employees. The Utah Warrants Check service is built on a Java platform with a MySql database. The front-end interface utilizes our proprietary Universal Framework, Java Script and CSS and HTML. Warrants Check also utilizes a web service with the Utah Criminal Justice Information System for real time warrant search capability. Operational efficiencies are derived from several components, primarily the utilization of our proprietary universal framework that allows for rapid introduction of services with minimal overhead and maximum impact. The universal framework gives each new application we deploy the following advantages: Automatic mobile and tablet ready version No need for several different versions of an application or website Universal look and feel Seamless navigation Social plugins (Twitter and Facebook) are standard additions Rapid introduction of mobile applications without draining additional resources to develop and opportunity to focus on more innovative services Increased accessibility Utilizing innovative and standardized technology available at the Utah state government level allows for simple integration of warrant information. Utilizing a statewide database that the courts are feeding warrant information to supplies the data and makes it centrally available to citizens. 3

This not only took up valuable employee resources, it was also confined to operating business hours. Now, the Warrant Check system is updated real-time and available 24 hours a day, 7 days a week.

4 The phone system has been updated to direct users to the online system. There are also links on the main public safety website indicating that there has been an update to the system and directing users to the Warrants Check website. SIGNIFICANCE TO THE IMPROVEMENTS OF THE OPERATION OF GOVERNMENT Both citizens and the Bureau of Criminal Investigation benefit from the Warrant Check website given the ease of use and decrease in manual processing respectively. Realtime data is available via the Internet 24 hours a day, 7 days a week, which is more accurate and also diminishes the need to call a government office. The process has been significantly improved for both the Bureau of Criminal Investigation and citizens that need to find current warrant information. Previously a citizen had to call to determine the status or existence of a warrant. Now, a citizen has one Internet location to search and obtain real-time warrant information. In addition, it eliminates the need to call or visit a physical location and is available online (via computer, tablet or smart phone), 24 hours a day, 7 days a week. The Bureau of Criminal Investigation has seen a tremendous cost saving since implementation of the Warrant Check service. This saving is realized through reduced phone calls and personnel processing. Overall, it eliminates the need to call or visit a physical government location. This way, the agency can focus on servicing citizens more efficiently. BENEFITS OF THE PROJECT Providing more government services online will steadily increase agency efficiency. Continually expanding government service offerings available online transforms the way citizens interact and conduct business with government agencies. The Utah Warrants Check system illustrates how a simple offline process can be moved online to create government efficiencies while simultaneously improving the user experience. Information is more accurate due to the current nature of providing information real time. The Warrants Check system processes over 50,000 warrant searches each monththat s over 300,000 since implementation. Call volume decreased by 900% and is reallocating the equivalent of 3 full time employees. Prior to the implementation of Warrant Check, citizens had to call the Bureau of Criminal Investigation to inquire about the status of a warrant. Each phone call took on average 3 minutes. The Bureau of Criminal Intent fielded on average 973 calls/month. Callers would have to provide several combinations of name spelling options. This not only took up valuable employee resources, it was also confined to operating business hours. Now, the 4

SIGNIFICANCE TO THE IMPROVEMENTS OF THE OPERATION OF GOVERNMENT Both citizens and the Bureau of Criminal Investigation benefit from the Warrant Check website given the ease of use and decrease in

5 Warrant Check system is updated real-time and available 24 hours a day, 7 days a week. The process has been significantly improved for both the Bureau of Criminal Investigation and citizens that need to find current warrant information. Previously a citizen had to call to determine the status or existence of a warrant. Now, a citizen has one Internet location to search and obtain real-time warrant information. In addition, it eliminates the need to call or visit a physical location and is available online (via computer, tablet or smart phone), 24 hours a day, 7 days a week. The Bureau of Criminal Investigation has seen a tremendous cost saving since implementation of the Warrant Check service. This saving is realized through reduced phone calls and personnel processing. Overall, it eliminates the need to call or visit a physical government location. This way, the agency can focus on servicing citizens more efficiently. Other benefits include: Information Consolidation- Central location for all state warrants information. The new online Warrants Check service provides real-time warrant information over the Internet 24 hours a day. Increased Accessibility- The Warrants Check system utilizes responsive design and can be accessed on any device without a decrease in service capacity or user experience, including mobile and tablet devices. Cost savings- Agencies realize cost savings due to the decrease in phone inquiries and personnel processing. Convenient citizen access- Citizens save time given the 24-hour access and ease of use. They are no longer required to visit or call a physical government location. Security The state of Utah and Utah.gov take Internet security very seriously. All searches are logged by IP address and require user authentication: First Name, Last Name, and Middle Initial. Information is transferred via secure protocol and the database is encrypted. The security policy is located in the footer of every screen. Privacy Utah developed a strict privacy policy in order to protect citizens. Innovation in 2011 has necessitated the inclusion of a no geo-location storage policy. The privacy policy is located in the footer of every screen. Since implementation, there has been a drastic increase in warrants searches. Given the anonymity of the site, users are able to quickly search for warrants information without having to physically call into the Bureau of Criminal Intent. 5

Previously a citizen had to call to determine the status or existence of a warrant. Now, a citizen has one Internet location to search and obtain real-time warrant information.

UTAH RESPONSIVE WEB DESIGN

UTAH RESPONSIVE WEB DESIGN Category: Information Communications Technology (ICT) Innovations Contact: David Fletcher, Chief Technology Officer State of Utah Project Initiation and Completion Dates: January