223 - A/R Data to DOC Every Business Day (except 1st of month)

 
Request Status Summary
Request Status Completed
Status Comment This request is a sequel to ITG 144
Request Detail
Requestor Name:
   Morris Volkov on behalf of Rob Baird (DOC)
Origination Date:
   09/18/2014
    
Recommended Endorser:
   AOC (endorses for other communities)
Request Type: Change or Enhancement
Which Systems are affected? Other
Other affected Systems / Business Processes Department of Corrections A/R, Billing Processes
Business Area: Accounting
Communities Impacted: State Agencies
Impact if not Resolved: High
Impact Description:

The increased frequency will have an impact on the processes that are triggered by the extract (ex: DOC/SID number and billing status upload and the exception reports.) The impact should be measured to make sure there are no negative consequences to making this change.
What is the Business Problem or Opportunity

This request is a sequel to ITG 144 that was endorsed by AOC in behalf of the Washington State Department of Corrections (DOC) in March of 2012. One of the main reasons for the original request was their desire to take down the old CICS/APPC exchange and migrate into OMNI. The preferred solutions at that time were either a DB2 to DB2 exchange or deployment of web services. DOC is no longer interested in the DB2 to DB2 interface since they are moving away from DB2.

In addition to the CICS/APPC exchange, AOC currently sends DOC a JIS extract twice a month. DOC sends information back to AOC including DOC numbers, SID numbers, and billing status code. As a result of this DOC/SID number upload, there is an exception report that is generated by AOC. These reports are distributed to the individual counties via the print menu (CPF). There are very clear instructions on what court staff need to do with these exception reports. It is unclear at this point how much of this is really taking place.
These processes are well documented (see below):
Data Exchanges between AOC and DOC can be found at:
DOC Upload Exception Report can be found at:
The Overview of the LFO Billing Process can be found at:
In lieu of modernizing the CICS/APPC exchanges, DOC is requesting that the frequency of the twice a month extract be increased to run every business day. AOC has already informed DOC that this won't be possible on the first of the month because of the monthly interest job and they are OK with that. The requestor had some additional questions for us to answer:
· If the job runs in early morning prior to the start of business, would that include results of processing during the previous day and always be current as of close-of-business the previous day?
· DOC uses the State's SFTP server (https://sft.wa.gov/). Is this workable for AOC?

Although data from JIS will eventually have to be merged with data from Odyssey for DOC, this request is to start the process of daily extracts from JIS ALMOST IMMEDIATELY or whenever the impacts have been properly assessed.
Expected Benefit:

Core Correctional operations maintained, improved business practices and performance, fulfill statutory requirements, retirement of old legacy application (OBTS), eliminate maintenance and support of CICS and APPC between DOC and AOC.
Any Additional Information:

Preliminary investigation seems to indicate that the monthly LFO Billing Process (which evidently has been changed to a quarterly process), will not be affected by the new schedule. However this assumption should be validated.
Endorsement Detail
Endorsing Committee
   AOC (endorses for other communities)
Endorser Name:
   Volkov, Morris M
Origination Date:
   09/29/2014
Endorsing Action: Endorsed
Endorser’s Explanation and Comments

This request has been endorsed by Mike Keeling on behalf of the Washington State Department of Corrections.
AOC Analysis Detail
Analysis Date: 11/06/2014
Request Rationale
Aligns with JIS Business Priorities, IT Strategies & Plans: Yes
Aligns with applicable policies and with ISD Standards: Yes
Breadth of Solution Benefit: Narrow
Cost Estimates
Cost Benefit Analysis Complete? No
Cost to Implement? 10 hours or $760
Positive Return on Investment? No
Feasibility Study needed? No
Court Level User Group
Non-JIS
Approving Authority CIO
Request Summary:

DOC is requesting that the frequency of the twice a month extract be increased to run every business day. (DOC has been informed that AOC cannot run this report on the first of the month because of the monthly interest job; and DOC has agreed to that.)

Business Impacts:

Business and Technical Impacts:

The proposed changes include:

· AOC sending the DOC Billing Extract daily, except for the 1st of the month.

· DOC sending the Billing Status file one time per month (on the first Friday following the first Monday of the month).

· DOC sending the DOC/SID PIN update file daily, in response to our DOC Billing Extract.

If the above proposed changes/process is followed, impacts to AOC and the courts are as follows:

· AOC - Techical Impacts are minor – change Zeke schedule.

· Courts – Courts could receive an DOC/SID PIN exception report in their JDPM print domain on a daily basis. If there are no exceptions for their court, they would not receive the report.

The BA team suggests that courts be contacted to verify that receiving this report daily would not place a significant burden on them.

If the courts do not find a daily report acceptable, the alternative would be to have DOC send the DOC/SID PIN update file once or twice a month. There is a minor risk of DOC/SID numbers becoming out of sync between reports.

Summary of Proposed Solution

This request did not go through solutions analysis since the solution is known.

Currently, a JIS DOC billing extract job runs automatically twice a month. As a result of this extract job, AOC transmits a DOC LFO Extract and a Control report to DOC via an FTP file drop.

In the future, AOC would adjust production jobs to run and transmit to DOC on a daily basis instead of twice a month, with the exception of the first of the month. In addition AOC would use a secure (SFTP) file drop.

Proposed Solution

See summary of proposed solution.

Additional Systems Affected
Other
Communities Impacted
State Agencies
 

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