Report 2009-107.1 Recommendation 8 Responses

Report 2009-107.1: California Department of Corrections and Rehabilitation: It Fails to Track and Use Data That Would Allow It to More Effectively Monitor and Manage Its Operations (Release Date: September 2009)

Recommendation #8 To: Corrections and Rehabilitation, Department of

To ensure that it can determine whether it is in compliance with state law and can measure the efficacy of its programs in reducing recidivism, Corrections should track, maintain, and use historical program assignment and waiting list data by inmate.

Annual Follow-Up Agency Response From September 2015

BIS Status: The Budget Forecasting Function module has been fully deployed which allows program areas to identify real time personnel costs along with forecast projections throughout the Fiscal Year.

SOMS Status: SOMS dependent data has begun to be available since the functional deployment of the Programs module in March 2014. There is no more action for the SOMS team to take in this action plan. Departmental use of the Programs module allows trend data to be created over time.

California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented

Corrections does not state whether the new systems include program assignment and waiting list data by inmate that it can use to track, maintain, and use. Additionally, Corrections did not provide documentation to support its claim of full implementation of this recommendation such as reports generated used to track information.

Annual Follow-Up Agency Response From October 2014

Updated BIS Status - The Personnel Cost Planning (PCP) module has been updated and is in use by all programs. In conjunction with Time and Shift implementation, BIS, Budget Management Branch and Office of Personnel Services is developing overtime cost reporting and projection tools that provide an accurate expenditure view of overtime at the program level as well as projection costs based on potential scenarios. These reports will be in Production by December 31, 2014.

Updated SOMS Status - The SOMS Classification and Programs modules were implemented in August 2014. As of the recent implementation of the SOMS Programs module, the Program data needed to accomplish this recommendation can now begin to be collected and analyzed over time for trends in effective programming and legal compliance.

California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented

Annual Follow-Up Agency Response From October 2013

Updated BIS Status - The Personnel Cost Planning (PCP) module was originally deployed in November 2012. Enhancements to the PCP module to improve reporting capabilities and address inaccuracies in staff costing have been identified by the Business and are in currently in the development phase. These enhancements are scheduled to be in place by June 2014.

Updated SOMS Status - SOMS Classification and Programs deployment is currently scheduled for deployment in March 2014. Going forward, this data will provide much of the information necessary to begin to perform analytics concerning rehabilitative program effects. SOMS and CDCR Enterprise Information Services (EIS) is working with CDCR business programs including the Office of Research (OR) to continue efforts to leverage data out of various data sources within the CDCR. The basic infrastructure has been implemented as part of the SOMS project. The EIS and OR have agreed to continue to work together so that as the new SOMS functionality is deployed, the new data elements can be included in data provided to OR.

California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented

Annual Follow-Up Agency Response From September 2012

Implementation of the Strategic Offender Management System, Phase O, 1a and 1b; the risk assessment tool in the adult population; and a statistical analysis tool with business intelligence reporting will provide the ability to conduct the statistical historical analysis. In addition, the statistical analytical tool with business intelligence reporting will enable the Department to determine inmate needs and whether those needs were addressed, and secondly, provide individual level program data that will enable CDCR to evaluate the efficacy of programs at reducing recidivism.

BIS Status – BIS is currently working on final development of the Personnel Cost Planning (PCP) module within SAP. PCP will provide staff costing on a real time basis. Once this development has been completed the source information will be available for migration into the business intelligence warehouse for use in analytical review. PCP functionality will be fully implemented by November 1, 2012.

SOMS Status – Implementation of Phase 1A (Intake, Movements and Counts functionality) was successfully completed on October 18, 2011. With the completion of this phase, SOMS is the system of record for all inmate movement, housing, and demographic (age, sex, etc.) information. SOMS Phase 1B contains functionality to capture inmate classification and program assignments. CDCR, CTA, and HP are working to amend the schedule for delivery of the outstanding Phase 1b functionality. Consequently, the anticipated deployment date is not yet known.

The statistical analytical tool with business intelligence reporting will enable the Department to conduct correlative analysis of the data contained within the BIS and SOMS applications.

CDCR Enterprise Information Services (EIS) is working with CDCR business programs including the Office of Research (OR) to implement a data warehouse to conduct correlative analysis of the data contained within BIS and SOMS. The basic infrastructure for the data warehouse is being implemented as part of the SOMS project. The implementation of the basic infrastructure is scheduled for completion in October 2012. The SAS server for statistical analysis has been deployed for the OR. The OR currently receives data from SOMS on a daily basis. The EIS and OR have agreed to continue to work together so that as the new SOMS functionality is deployed, the new data elements can be included in data provided to OR.

California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented

All Recommendations in 2009-107.1

Agency responses received after June 2013 are posted verbatim.