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Case Studies
Integration Of Lotus Domino.Doc For United States Probation Office
ISSUE
The United States Probation Office, part of the federal judiciary system, investigates and supervises approximately 127,000 defendants and offenders each year. One of their core responsibilities is to prepare presentence investigation reports that help the court set fair sentences for offenders in accordance with federal sentencing guidelines and pertinent federal law. The United States Probation Office faced several business challenges: the inability to search existing records, slow data entry because redundant data had to be reentered with each probation record, difficult data sharing and distribution because records were created locally, the inability to integrate with backend data sources and no existing system security other than at the file level.
SOLUTION
Commercial-Off-The-Shelf integration of Lotus Domino.Doc for the U.S. Probation Offenders system
• Centralizes the information in a secure database architecture
• Incorporates a web interface that could transmit the data over Secure Sockets Layer (SSL) connections
• Enables Probation Officers to collaborate on the offender records utilizing Workflow and Approval cycles
• Integrates better security through user roles and access control lists
• Allows integration with backend databases
• Permits Probation Officers to search for records quickly and efficiently using keywords
DSA integrated customized features present in the former application that were not available in the Domino.Doc standard architecture
• Adapted forms and web scripts based on the information that needed to be tracked
- Integrated them with backend "constant" data
• Judge and Attorney names
• Felony codes
• Fines based on the offense
• Developed an export process to develop the final report in WordPerfect format
- Wrote several macros in WordPerfect to auto-format the data
• Suggested that reports be uploaded to Domino.Doc as an attachment for review, search, and modification processes
RESULT
The United States Probation Office has a streamlined process for entering the approximately 63,000 presentence investigation reports filed each year.
• Time required to create and post offender data was significantly reduced
• Staff has additional capabilities to search for data and collaborate on cases in a secure and flexible web-based environment
- Maintain an audit trail of work on each case
The United States Probation Office was able to improve functionality, productivity and scalability of the U.S. Probation Offenders System while preserving custom features and standard report formatting.
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