1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Future Governance board................................................................................................................................3 Integration Models ..........................................................................................................................................3 CCIS and JIS Review by Infinity Software Development Inc. .......................................................................4 Catalog of Common Data Elements................................................................................................................4 Data Exchange Standards and Protocol...........................................................................................................4 Infrastructure and Network Standards and Protocol........................................................................................4 Security and Access Standards and Protocol...................................................................................................5 Unified Statute Table ......................................................................................................................................6 Minimum Data Elements for Policy Oversight ...............................................................................................6
Unique Personal Identifier..........................................................................................................................7

B. Future Direction.................................................................................................................................................7

II.

CURRENT ORGANIZATION AND GOVERNANCE RECOMMENDATIONS.....9

A. Current Organization........................................................................................................................................9

1. 2. 3.
The Article V Technology Board....................................................................................................................9 Subcommittees and Work Groups.................................................................................................................10 Staff...............................................................................................................................................................11

B. Future Governance Board...............................................................................................................................12

1. 2. 3.
Issues.............................................................................................................................................................12 Statewide Governance Board ........................................................................................................................12 Judicial Circuit Governance Board ...............................................................................................................16

III.

ISSUES AND SOLUTIONS............................................................................................20

A. Integration Models...........................................................................................................................................20

1. 2. 3.
Issues.............................................................................................................................................................20 Findings.........................................................................................................................................................21 Recommendations.........................................................................................................................................22

B. JIS and CCIS Review by Infinity Software Development Inc......................................................................23

Issues ......................................................................................................................................................................23

C. Catalog of Common Data Elements ...............................................................................................................24

1. 2. 3.

D. Data Exchange Standards and Protocols.......................................................................................................27

1. 2. 3.
Policy Changes, Functional Changes, and Operational Changes.......................................................................27 Opportunities to Accelerate Recommended Changes........................................................................................29

E. Infrastructure and Network Standards and Protocols .................................................................................32

January 10, 2006

1.

Issues.............................................................................................................................................................32

F.

Security and Access Standards and Protocols...............................................................................................40

1. 2. 3.

G. Unified Statute Table.......................................................................................................................................46

1. 2. 3.
Functional Changes............................................................................................................................................50 Operational Changes..........................................................................................................................................50

H. Minimum Data Elements for Policy Oversight .............................................................................................52

1. 2. 3.

I.

Unique Personal Identifier ..............................................................................................................................54

1.

Issues.............................................................................................................................................................54

•••

Impediments - Criminal Cases..................................................................................................................55 Impediments - Non-Criminal Cases .........................................................................................................55 Impediments – General – Not Case Specific............................................................................................56
Findings.........................................................................................................................................................58 Recommendations.........................................................................................................................................59
2. 3.

January 10, 2006

I. Executive Summary

The Article V Technology Board (hereinafter referred to as the Board) is pleased to submit this report to the Governor, President of the Senate, Speaker of the House of Representatives, and the Chief Justice of Florida. To assist the reader a glossary of terms is attached as Appendix H.

The purpose of the Board and this report is to assist the State of Florida in accomplishing the integration of disparate information systems at a level never before achieved.

The Board believes the only viable solution is to work smarter and that by incorporating the recommendations of the Board, the state of Florida can accomplish something that no other state has been able to accomplish so far. That accomplishment can be the integration of disparate systems at a level never before achieved.

The Article V Technology Board recommends the continuation of the efforts begun by the Board. The Board has successfully developed a “process of cooperation” that is changing the culture of how the state court system entities and other participants look at sharing information. Truly integrated solutions are within the reach of Florida, but in order for them to be realized, the Board must have the support of the Governor, President of the Senate, Speaker of the House of Representatives, and the Chief Justice of Florida.

A. Recommendations

1. Future Governance board

The Article V Technology Board recommends the creation of permanent State Level and Judicial Circuit Governance Boards, with adequate resources (authority, staffing, funding) to carry on the work begun by the Article V Technology Board as recommended in section II B.

2. Integration Models

The Article V Technology Board recommends that no one specific “integration model” be ordained as being better than any other and that organizations should design, develop, and

January 10, 2006

Page 3

implement “integration models” that best solve their own specific business problems while accommodating the requirements of their partners in government.

3. CCIS and JIS Review by Infinity Software Development Inc.

The Article V Technology Board recommends that the Legislature consider the recommendations by Infinity Software Development Inc. Their recommendations are included in their complete report attached to this document as Appendix D.

4. Catalog of Common Data Elements

The Article V Technology Board recommends the Legislature provide the staffing and funding to continue the Catalog of Common Data Elements as a central repository of data elements to be used in the electronic exchange of information between state court system entities and other participants.

5. Data Exchange Standards and Protocol

The Article V Technology Board recommends the adoption of GJXML and LegalXML as standards to be used by all state and local organizations exchanging criminal and non-criminal information (respectively).

The Article V Technology Board recommends the adoption of the JIEM data exchange-mapping tool, or comparable mapping tool, as a standard to be used by all state and local organizations exchanging criminal and non-criminal information (respectively) that have not yet documented their data exchanges.

The Article V Technology Board recommends the Legislature provide funding to continue training and certification of state court system entities and other participants staff on the JIEM data exchange toolset developed by SEARCH.

6. Infrastructure and Network Standards and Protocol

The Article V Technology Board recommends that the following direction, policies, and standards be adopted for use by state court system entities and other participants:

January 10, 2006

Page 4

Direction, Policies, and Standards for Infrastructure and Networks
A. Requirements for Integration and Interoperability
• Leverage existing IT infrastructure • Promote improved data sharing across the state • Easy to use and rapidly deploy • Uses open standards built around Web services • Has low implementation, deployment, and management costs • Enables the delivery of statewide services • Provides an environment that supports multi-vendor technologies • Consider enterprise service bus technology • Make use of existing networks and “Commercial Off The Shelf” (COTS) products
B. Personal Computers
• Adopt minimum requirements comparable to the OSCA standard
C. Networks
• Able to connect to a State sponsored network
D. Wireless Communication
E. Systems Management
F. Video & Videoconferencing Technology
G. Integrating Disparate Systems
• Incorporate Global Justice XML

7. Security and Access Standards and Protocol

The Article V Technology Board recommends that a continuing authority with responsibility to administer the following recommended standards and policies be appointed. Recommended Standards and Policies for:

January 10, 2006

Page 5

• Authority • Cyber Security Audits and Risk Assessments • Authentication Policies • Security Governance • Statewide Oversight • Disaster Recovery and Continuity of Operations Policies • Machine-to-Machine Policies • Individual Login Policies • Data Authentication and Integrity Policies

8. Unified Statute Table

The Article V Technology Board recommends the Legislature approve and fund this initiative under the authority and duties of the Division of Statutory Revision, with the cooperation of the state court system entities and other participants, as is necessary to develop and maintain the proposed “unified statute table.”

The Article V Technology Board recommends the Legislature require that all state court system entities and other participants utilize the proposed “unified statute table” as they are funded to make changes to their systems.

The Article V Technology Board recommends the Legislature consider a policy change that would standardize the effective date of new, revised, or rescinded criminal statutes to October 1. This change will allow time for new/revised/rescinded statutes to be included in automated systems used by state court system entities and other participants.

9. Minimum Data Elements for Policy Oversight

The Article V Technology Board recommends that the Data Dictionary Work Group be allowed to continue their analysis of the four (4) remaining pieces of information necessary for the Legislature to provide policy oversight. The Board will augment the current list of forty-three (43) pieces of information, with the remaining four (4) as soon as possible.

January 10, 2006

Page 6

10. Unique Personal Identifier

The Article V Technology Board recommends that a long-term strategy be developed that would include the performance of a complete business process analysis.
• The need and applicability of a UPI extends far beyond the authorities and responsibilities of the Article V Technology Board.
• The wide spread implications of a UPI may indicate a need to task an organization whose focus is broader than the criminal justice community, and may require a consortium of communities that represent the total interests of society.
• The organization selected to perform the business process analysis must have the authority to request (compel) information.
• The organization selected to perform the business process analysis must have the resources (funding, staff, and time) necessary to analyze the information thoroughly.
• The Legislature, the Supreme Court, and the elected Clerk’s of Circuit Court could oversee this issue as they have the inherent authority to gather the information needed.
• Using the information gathered, the Board could then perform a complete business process analysis, given appropriate funding and staffing.

The Article V Technology Board recommends that a change in Judicial Rule be considered that would add the additional information necessary to positively identify an individual, and that the Clerks be assigned responsibility for collecting and maintaining that additional information.

B. Future Direction

The integration of disparate systems is a goal that for a variety of reasons has most often-eluded state and local government. At this time in history, achieving that goal is within the grasp of Florida. The rewards for embracing integration and the cultural change that the Board has begun are tremendous. More complete, accurate, and timely information leads directly to better decisions being made and an overall lower cost of providing and maintaining that information. The success currently being enjoyed by the Board in regards to “working smarter” is directly attributable to the spirit of cooperation among the Board members, state court system entities, and other participants.

January 10, 2006

Page 7

The Board has successfully developed a “process of cooperation” that is changing the culture of how the state court system entities and other participants look at sharing information. This “process” is being used daily to address and provide solutions to “integration” problems facing the state court system entities and other participants. Historically we have developed “stovepipe” solutions, designed to solve one agency’s specific business problems. Changing this “culture” from “stovepipe” solutions to “integrated solutions” that address the problems of data sharing between state court system entities and other participants will take time, and the support of the Governor, President of the Senate, Speaker of the House of Representatives, and the Chief Justice of Florida.

Technology is now at a point in history where it is more economical to address solutions to business problems from the point of view of an integration perspective. Adopting an integration perspective will allow Florida to position itself to take advantage of the economies of scale that are currently available and yet mostly unrealized due to the technology culture that has been in place for the last three decades. It will allow governmental entities to “work smarter” instead of harder while increasing the level of services for the citizenry, and at a lower cost.

It is with the Board’s conviction that this process is successfully promoting integration between state court system entities and other participants that these recommendations are made to the Governor, President of the Senate, Speaker of the House of Representatives, and the Chief Justice of Florida.

January 10, 2006

Page 8

II.Current Organization and Governance Recommendations

A. Current Organization

1. The Article V Technology Board

The Article V Technology Board was created by the 2004 Legislature (section 29.0086, F.S.)¹and is administratively housed in the Office of Legislative Services. By statute,²the Board is composed of 10 appointed members.