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JJIS Modernization

Background

JJIS was established in 1995, and while technology and Oregon’s juvenile justice system have evolved, JJIS has not.

The Problem

The software that allows us to access the database will soon be obsolete.
Without modernizing the system, it will become increasingly difficult — if not impossible — to find people to fix glitches with the software, and JJIS may no longer work for the thousands of juvenile justice professionals who rely on it every day.


The Solution

We have a plan to fix the problem — and to bring JJIS into the 21st century using a hybrid solution. This solution will utilize:
  • a high-performing platform and vendor; 
  • a commercial off-the-shelf statewide procurement application (OregonBuys); and
  • the internal JJIS development team to develop the business rules and application programming interface (API) management.
This will result in an array of advantages for Oregon’s juvenile justice professionals, who need real-time access to information from any location at any time of day or night.

 

Source:  Elyon Strategies (Nov 2019)

The modernized JJIS will feature modern tools for modern times — resulting in a more productive workforce, maintaining continuity of care for youth and families, and allowing us to continue developing predictive analytics tools that improve our decision-making and keep communities safe.

 
Source: Elyon Strategies (Nov 2019)


Frequently Asked Questions

Oregon's Enterprise Information Services (EIS) - the state’s oversight body on significant IT Projects - required the project development to be put on hold 4th Quarter of 2018 and to hire a vendor to perform a more comprehensive alternative analysis than had been provided in 2016. OYA began procurement of a vendor in the 2nd Quarter of 2019, and in March 2020, a new project approach was approved by the JJIS Steering Committee and EIS.

The project will utilize the expertise of outsourced contractors and integrate a commercial "off the shelf" product through OregonBuys to replace some of the contracts and financial functionality currently in JJIS.

The mandated alternatives analysis and subsequent change to the development of Modernized JJIS has caused a delay in what we had previously anticipated (e.g., county user workgroups viewing changes and assisting JJIS developers with development).


It’s not going to be “the same JJIS” just in a web-based application. The new JJIS will highlight:
  • the ability for the JJIS development team to respond much faster to development requests, whereas currently they are limited to one or two releases per year; 
  • business improvements highlighted in the JJIS Steering Committee’s Modernization Priorities​; key areas of improvement will focus on adding process workflow to guide users and enhancing case planning with the use of predictive analytics; 


  • the capability to streamline work by providing web and mobile access, electronic signatures, improved alerts, and customized notifications; and
  • the capability to develop better avenues for families and youth to access their own status/information (think an eventual “family portal” where the family might access the system to see pertinent information or status of the youth).​​
​The state has opted to use a hybrid approach: leveraging OregonBuys for contracting and financial functionality; in-house development of business rules and unique needs, and a vendor to develop the system on a platform and work closely with the JJIS Development team to ensure a successful handoff of maintenance, operations and enhancements once the project is complete. The user interface will look significantly different as best practices around User Experience/Customer Experience are followed. ​
The original timeline for ‘in-house development’ was projected out 5 years. The Assessment Vendor believes that using the hybrid app​roach and staff augmentation, this can be reduced to approximately 24 months once development begins, currently planned for 2nd Quarter 2021 and wrapping up 4th Quarter 2023, however COVID-19 related budgetary issues could change this.

The project will continue to use the “module development process”​ and the intent is to continue running the legacy system in parallel with the Modernized system, where new features are added continuously and made available to users until the project is complete and the legacy system is discontinued. ​
Yes, the Enterprise Information Services agency has required that OYA use outsourced project managers and other vendors throughout the rest of the project, but the JJIS Modernization Project Team is still highly involved and will be adding additional county representatives.

A project liaison between contractors, OYA, and counties, is responsible for making sure the users stay highly involved and that the Modernized JJIS meets the needs of the JJIS Partners​hip. ​
Training, testing and implementation plans are being developed over the next year​.



Project Information

Current Status
The JJIS Modernization project recently secured Stage Gate 2 endorsement from Enterprise Information Services (EIS), the state oversight agency, and is in the implementation planning phase.

We will update this information as we move forward in the development of JJIS Modernization.

For status updates, contact:

Dustin Boos, Project Director
JJIS Modernization


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