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JJIS Modernization

Project Overview

What

JJIS Modernization is being developed to replace the existing JJIS application. The Modernized JJIS will allow for anytime, anywhere access on mobile devices such as Cellphones, Laptops, and Tablets.  It will allow for rapid development of new enhancements to support workers and youth planning. It will significantly improve the workflow and usability, bringing in a new user friendly and intuitive user interface.  

How

Working with internal resources and a contracted vendor, we will develop a new user interface using a Low Code Application Platform (LCAP). The user interface is the visual part of JJIS that users interact with - e.g., the screens, buttons, toolbar and layout. The benefits of using an LCAP include enhanced capabilities, faster development and using visual interfaces with simple logic and drag-and-drop features instead of extensive coding languages.

We will replace the existing JJIS in modules, meaning portions of the system will be developed and deployed over the next 3 years. Once the project is finished, the existing JJIS system will be decommissioned.  

Who

The project is guided by OYA and County users, Project Staff and a Steering Committee comprised of OYA and County Representatives. Whether you’re a GLC, Detention Staff, P.O., Administrative Staff or any other type of JJIS user we are seeking your direct input as we progress.

When

The planning phase of the project is anticipated to be completed in Q1 2022, at that time we will begin development of the new system which is anticipated to last 3 years. We anticipate modules being released multiple times a year, each year through 2024.

Diversity, Equity and Inclusion

The JJIS Steering Committee is actively working on Advancing Racial Equity and has created a solid foundation for our work to strategically and collaboratively improve outcomes for underserved and marginalized youth across OYA and for our County Partners. A Modernized JJIS system will allow us to better track and improve outcomes in areas where the legacy system is not agile enough e.g. accurately representing youth self-reports on Race, Ethnicity and Gender. The JJIS Steering Committee identified 'Youth Case' as Priority 1 for the JJIS Modernization Project, which will provide enhanced capabilities for Quality Case plans, informing and improving outcomes for marginalized youth across OYA and for our County Partners.


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.
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The new web-based 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).​​
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​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 24-36 months once development begins; Execution is currently expected for to begin in Q2/Q3 2022 and project closeout 06/2025.

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. ​



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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 has county representation on both the JJIS Steering Committee and Project Steering Comittee.

The Product Owner will work closely with the JJIS Business Integration Team (BIT) Trainers and Business Analysts to make sure the users stay highly involved and that the Modernized JJIS meets the needs of the JJIS Partners​hip. ​
A training plan has been developed and will be further detailed once an LCAP Vendor and Implementor are selected (Q2 2022).

A testing plan is being developed over the next year and will include details to confirm expected functionality. This will also include User Acceptance Testing (UAT), where JJIS Users will evaluate the developed features and provide feedback prior to release to the JJIS User Community​.​
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The JJIS Project Team has compiled a list of terms that might be unfamiliar, please see the link below for additional information on terms such as LCAP, Agile, Cloud, etc.

This is not a comprehensive list and we are continually updating this information. If you have questions or suggestions to add to the list, please email the Product Owner at ​Dustin.Boos@oya.state.or.us​​​​​​​



Project Information

Current Status
April 2022

The JJIS Modernization RFP has concluded with a Implemenation Vendor and Platform selected! More news to come as we begin preparing for contracting and work with our partners over at E.I.S. to move this project into the execution phase.

Project risk is currently rated at Low; this risk is provided through a Quarterly Risk Assessment by Gartner, representing the overall risk of the project.

*Ongoing interviews for an open PM1 position and an ISS7 Developer position.



Jan. 2022
​The JJIS Modernization RFP recently completed the Limited Proof of Concept (LPOC) stage; 3 proposers developed a small portion of JJIS to demonstrate their capabilities. All 3 vendors have moved on to Round 4, which is anticipated to be the final round of scoring.

OYA has begun onboarding for Organizational Change Management Services. Sylvia Burford has been selected to lead the effort and we will be spending the next several months planning and executing on OCM work.

Project risk is currently rated at Low; this risk is provided through a Quarterly Risk Assessment by Gartner, representing the overall risk of the project.

*Currently hiring for a PM1 Project Coordinator.


Nov. 2021

The JJIS Modernization RFP is in the Limited Proof of Concept (LPOC) stage; 3 proposers are developing a small portion of JJIS to demonstrate their capabilities.

Project risk is currently rated at Low; this risk is provided through a Quarterly Risk Assessment by Gartner, representing the overall risk of the project.

*Keep an eye out for new positions being announced for the JJIS Modernization Project, including Trainers, a Project Coordinator, Developer and QA.


July 2021
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The Legislature has approved funding for the JJIS Modernization Project through the 21-23 biennium. The funds are approximately 85% bondable and 15% non-bondable. Bondable funds will be used primarily to support the project once we begin project execution/development, expected to begin Q1 2022.

The JJIS Modernization RFP for LCAP and Implementation Services was released on July 6, the full RFP solicitation process is expected to last through the end of this year.

Project risk is currently rated at Low; this risk is provided through a Quarterly Risk Assessment by Gartner, representing the overall risk of the project.


June 2021
We are preparing to release a Request for Proposal (RFP) in July 2021 which will be a hiring process to select a Vendor to help develop JJIS Modernization. This is the last step of the planning phase and we anticipate having this process completed by Q1 of 2022, at which time we will begin development of the Modernized JJIS system.​​
May 2021

​A $30.3m Policy Option Package has been submitted to the state legislature and we are currently anticipating approval of funding. The project is highly supported across the agency, counties and was included in the Governors recommended budget for funding. In October the project received unanimous support from the Emergency Board to fund the project for the remaining of the 2019-21. Work was slowed down during the COVID-19 pandemic, but this new funding approval allows us to ramp the project back up to full speed.​​

Dustin Boos, Project Director
JJIS Modernization