ODRC Mainframe Systems Migration

Project

OFFICE OF ADMINISTRATION Project Management Office

• Prison Population 48,696

• Releases in CY 2005 26,677

•Under supervision 33,886

• 32 Prisons (2 Privately operated)

• Staff 14,387

• Annual Budget $1.7 B

Who we are

Legacy System Migration

Unisys CS 7400 Series LINC Microsoft SQL Server C#

Mainframe Language Database Language

The Business Case

On the mainframe side we have

Mainframe costs                     $1,325,700/yr

On the WEB side

Annual Totals $440,000/yr

Complete Replacement Approach

Optical Storage Visiting and Mail

Inmate Training Photo ID Education

Human Resources Inmate Health Care

Prison Industry Institution Warehouse

$38 MILLION

Early Days- BOLD VISION

The Legacy SystemSMITH, JOHN

Project Scope

• To move or migratemigrate existing “as is” legacy mainframe based Systems to web-based applications running on Windows Servers utilizing SQL Server relational database .

– Departmental Offender Tracking System (DOTS)– Employee Relations System (ERS)– Office Automation System (OASYS)

“State-of-the-Art” Transformation

Modular Approach Migration

Inmate Data

31Programming

16

Reentry

8

Post Release

20

Project Management Methodology

We established an Office of Project Management and have several staff PMI certified.1) Assist in defining a detailed scope and required deliverables of the project that align with agency goals and objectives

2) Assist with project risk assessments and mitigation plans

3) Assist with identification and coordination of all available resources

4) Development of work plans to keep a project on time and on budget

5) Assist in managing change control processes

Steps Toward the Migration

We also decided if we used the original vendor who developed and supported the legacy application, we could omit the business process analysis step at considerable savings.

Deliverables and Deployment

• Maintaining the “as is” approach was difficult.

• Everyone had suggested modifications

• As we would receive a module, we would preview it with a users group and through training and user feedback, we would fix and polish the module.

• We would then mount the module and deploy it to the enterprise.

Project Plan

• Follow Project Management Guidelines.

• Delivery based “FIXED-PRICEFIXED-PRICE” Model with sets of modules delivered on a bi-annual basis. Each Delivery includes a Working System, Source Code, System & User documentation.

• Allows for an Independent Verification and Validation vendor to review source code and system documentation prior to payment.

• Upon delivery, acceptance and installation on the new web-based platform, these modules will be “shut-downshut-down” on the mainframe resulting in Cost Savings for ODRC.

Project Steps per Delivery

1: Develop Modules for a Delivery SetApproximately every 6 months [ Vendor ]

2: Install Set on ODRC Test Environment

Over the weekend [ Vendor & ODRC ]

3: “Train-the-Trainer” & Test SystemFifteen business days per Set [ Vendor & ODRC ]

4: Acceptance

3 weeks starting at Step 3 [ ODRC ]

5: Installation & Rollout in ProductionNext day after Step 4 Acceptance [ Vendor & ODRC ] Shut-down delivered modules on the mainframe

• The platform of choice is Microsoft Windows Server 2003 and Microsoft SQL 2000. The application will be all web based and programmed in .Net coding.

• Microsoft clustering provides failover for the SQL servers.

• Using the .NET framework

• C# is the development language

• Readily available skill set

Technical Information

Other Issues

• Enhancements and new builds were funded and developed separately.

• There were AD HOC additions due to legislation and litigation.

• We formalized an agency help desk.

• We built a test and train environment.

• We prioritized all of our modules and selected a schedule for conversion.

4-Year Schedule:1,500 machines @ $750/machine = 1.13 m/yr

Gartner group was consulted with the question: How long should I keep a desktop PC?Gartner has recommended a PC life cycle strategy to match the warranty and useful life. Typically 3 years

They estimate 75% of enterprises will adopt a 4 year PC replacement strategy for up to 85% of their users.

PC Replacement Program

Videoconferencing technology was implemented for telemedicine the mid 90’s

• expanded to more than 100 sites including all 32 institutions, Parole and Community Services Central Officethe Corrections Training Academy Community Based Correctional Facilities.

• Also used for remote Parole Board hearings, legal proceedings with local courts, as well as Federal agencies such as Social Security Administration and the Immigration and Naturalization Services.

• since the inception, more than 40,000 medical consults

• 2006 ODRC conducted 5,104 medical consults and 2,170 non-medical video

conferences.

Videoconferencing

Content Management• Beginning in 2002, we began using ONBASE from the Hyland Software Inc. to replace our microfiche system with digital imaging of records.

• We currently scan 10,000 documents per day at our Central Office location.

• We have remote scanning operations that scan all of our sex offender assessments.

• We now have over 10 million document images that are desktop available for our staff.

ODRC SYSTEMS MIGRATION ODRC SYSTEMS MIGRATION PROJECTPROJECT

.. building Department’s Offender Tracking System for the future

web-based user-friendly on-line-help web-based user-friendly on-line-help offender-images print-previewsoffender-images print-previews