Tribes Working Together to Create Tribal Management Information Systems. Development Objective. Addresses 8/19/2011

Transcription

1 Tribes Working Together to Create Management Information Systems Prepared by: Shawn Soulsby The Technology Alliance of Indigenous Women of the Americas Development Objective To create a customized, scalable, web based solution to offer Organizations the ability to leverage existing court data and relevant agency relationships, create and follow exceptional processes, and offer LMS based blended training solutions to address the existing need in Indian Country for a simplified Data Solution in a comprehensive and cost effective manner. Addresses Accountability Data Collection and Usage Usability for everyone from accountants to court clerks Helps attain the fair and proper administration of the laws of individual tribes 1

2 Potential End Interfaces (and data collection from): Who are they and how could they use this database? Examples: s s Public Defenders Departments of Motor Vehicles Departments Probation Offices Offices Domestic Violence Shelters etc. Processes for potential inclusion in one centralized system: 2

3 Cruiser Units Names, addresses, identifiers, location, witnesses, descriptions of scene, evidence logging. Departments Input data, search warrants, incident reports, initiate new charges, perpetrator bonded or incarceration status s Verify data, update data, gap identification Update victim/witness information, victim impact statements, payments, impact panels Arraignments, hearings, motions, dispositions Other Agencies Treatment, probation adherence, drug courts, child welfare, public defender State and Federal Offices Ryan White compliance Potential Benefits of Centralized System No lost cases Instant access to current case status Identification of correct perpetrators Reduction in data entry and man hours Creates continuity of information for all organizations Ability to quickly identify and monitor trends Simplifies fine collection and audits Correct and up to date information on warrants Background history Aiding in informed decisions from the bench 3 Step Solution 1. Research, Focus Groups, Collaboration on System Needs 2. System Development and Testing 3. Training and Rollout 3

4 Step 1 Organization (1 Year) The formation of a consortium of organizations that would perform research, site visits, and focus groups to insure that the system is comprehensive and effective for s, supporting agencies and offices. This group would be responsible for collecting information and recruiting individuals who are highly involved with existing s and who have a high degree of technical capabilities to form the advisory board that would work with the Technical Development Staff in the high level system outline. Consortium Creation/Task Division Potential Consortium Members (organizations that already provide T&TA directly or indirectly to Organizations) Specialized Technical Development One of the keys to successful software based solutions is to have the development staff involved in the research process to define objectives and direct research efforts to make sure that the tasks are well defined, suggested solutions are possible and correctly prioritized, useful and cost effective. 4

5 Transition to Step 2 Once the information has been gathered, organized, categorized, and prioritized the development process would begin. The results would be built into the following overall database schema structure. Though the system would be comprehensive, the organizations would have a variety of customizations available based on the gathered research and needs defined by the advisory board. Overall Database Schema and Tracking Support and Training Tribe 1 Tribe 2 Tribe 3 Tribe 4 Tribe 5 Tribe 6 Customized for Organizations to Customized End Interface Drug DV Shelter Public Defense 5

6 and Tracking Support and Training Tribe 1 Tribe 2 Tribe 3 Tribe 4 Tribe 5 Tribe 6 Technical Development Staff Research Partners Customized for Organizations to Customized End Interface The central system would be designed, updated, maintained, hosted, backed up and monitored in a top security level, with the training modules being available from an LMS. This system can be designed for minimum input, TAIWA maximum output and in a sustainable manner, created in an across the board cost effective plan. Drug This particular diagram shows the high level administration. The next diagram shows the next level of control, which would be at DV Public the Shelter individual tribal level, Defense followed by the end user interfaces. and Tracking Support and Training Tribe 1 Tribe 2 Tribe 3 Tribe 4 Tribe 5 Tribe 6 Customized for Organizations to Customized End Interface DV Shelter Public Defence Local Administration Drug and Tracking Support and Training Tribe 1 Tribe 2 Tribe 3 Tribe 4 Tribe 5 Tribe 6 Customized for Organizations to Customized End Interface End s Drug DV Shelter Public Defense 6

7 Development Goals Comprehensive System Development Easy End Interfaces Customizable forms and informational fields Extensive reporting capabilities, with options of using data collected for internal purposes or the choice of sharing information with Federal Organizations Extensive training options using blended learning techniques with a combination of e learning modules and live training seminars This will provide s the following and Tracking options Assign and Manage no cost user accounts Provide customized banners, forms, for each participating organization (as well as supporting organizations such as CASA, tribal police depts. etc) Provide per user security controls to staff to ensure protection of confidential information Provide real time statistics and automated feedback, reports and alarms End Support and Training Provide end users with access to immediate online training modules to assist in everyday tasks and techniques Be able to receive alarms of procedure failures Provide daily availability of statics and reports Provide a constant line of communication between the end users and system technical support 7

8 Three levels of controls would be necessary Overall Database Administrator Account Managers End s (Judges, court clerks, police officers, etc) Account Managers Choose modules or features they would like to use for their particular system Possible software options dockets Fee Collection Orders of the court Counseling Services Offender tracking Would determine account access limitations and information availability End Interface Must be easy to understand and use Must be secure Must have available comprehensive training Must have immediate access to technical support 8

9 Training Options A blended learning solution would be implemented. This would combine live training sessions with elearning modules. The elearning modules could be developed and administered by the research consortium organization utilizing a comprehensive Learning Management System where training can be quickly developed, easily administered and produce quantitative data and accountability of end user results allowing for quick adjustments to the intensity and depth of available training. This system could be capable of administering software simulation training, which can be very beneficial for visual or tactile learners. Also, this system can track integrated training and can be used to schedule and administer leader lead training as well as creating a truly comprehensive overall training program. Development Timeline This would be a three year initiative. Year 1: Research and investigation of need performed primarily by the consortium organizations. Year 2: Software Development, Testing and Training Development performed primarily by technical development staff. Year 3: Live Rollout and Extensive Training Delivery. Year 3, the rollout and training would shift back primarily to the consortium, with support from the technical development staff. Continued sustainability: could be achieved in several ways, fee based, percentage sharing etc. Conclusion This scalable solution could be available to tribal courts across the country. It would provide a customizable solid solution for tribes that do not have adequate technical services or the funds for expensive user fee based solutions. This system can be comprehensively developed, easily maintained, and cost effective as it will be designed as a true solution and not a profit based project. Ongoing sustainability can be achieved while making this a low or no cost solution, or simply by applying a fraction of court fees across the board in the initial user agreement back to the system administration. 9