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ACCELERATE ND ProposalPrepared for: Interim House Appropriations Committee October 12, 2021

Dave Krabbenhoft, Director

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ND Century Code Chapter 12N.D.C.C. 12

Major Statutory responsibilities:

NDCC Chapter 12.1-32 Penalties and sentencingNDCC Chapter 12-47 operate and manage the NDSP

NDCC Chapter 12-44.1 Jails and Regional Correction CentersNDCC Chapter 12-46 and 12-52 YCC, community case management and aftercare

NDCC 27-21 Division of Juvenile ServicesNDCC Chapters 12-48 and 12-48.1 Employment of Inmates and Work Release

NDCC Chapter 12-55.1 Pardon BoardNDCC Chapter 12-49 Parole Board

NDCC Chapter 12-65 Interstate compact

ACCELERATE ND – Department of Corrections & Rehabilitation

• Generational investment in DOCR

• Addressing urgent needs, improving Return on Investment

• Supporting the Mission & Vision of DOCR:• Transforming Lives, Influencing Change, Strengthening Community• Healthy and Productive Neighbors, a Safe North Dakota

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American Rescue Plan Act (ARPA) Opportunities

DOCR Proposal Areas

INFORMATION TECHNOLOGY INVESTMENT

Replace aging/ obsolete IT infrastructureIncrease Efficiency by Streamlining Processes from Paper-Based to ElectronicLeverage Technology to create safer environments

DEFERRED MAINTENANCE / INFRASTRUCTURE

Overdue replacement of end-of-life infrastructure, creating savings over timeMedical & Senior Living Remodel at JRCC

DEFERRED ADMISSION HOUSING

Reimbursement to ND County Jails for offender housing attributable to pandemic-delayed prison admission

FREE THROUGH RECOVERY

Source funding for amount appropriated by Legislature (federal funding source was not specified in SB2015)

Generational Investment Opportunity using Federal Dollars

10/11/2021

INFORMATION TECHNOLOGY INVESTMENT

• IT Upgrades: $10,747,742Proposed Projects• Replacement of end-of-software-life Offender Management System - $7,000,000• Time & Labor (Law Enforcement specific) system - $949,072• Resident Tracking System, NDSP - $2,500,000• Digital IP Security Systems, Parole & Probation District Offices - $25,500• Live Scan Digital Fingerprint Machines, Parole & Probation Offices - $136,000• Automated Client Engagement & Information Terminals, Parole & Probation Offices - $11,900• Crime Victims Portal - $125,000

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This ARPA request would replace aging or obsolete IT infrastructure, increase efficiency by streamlining processes from paper-based to electronic, and leverage technology to create safer environments for staff and people entrusted to our care.

This investment in technology will support DOCR’s mission of transforming lives, influencing change, and strengthening our communities.

INFORMATION TECHNOLOGY INVESTMENTREPLACEMENT OF OFFENDER MANAGEMENT SYSTEM

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• DOCR’s Offender Management System (OMS) is by far the largest software platform used by the agency, used by 900+ staff everyday across all DOCR facilities, contract facilities, community supervision offices, for both adult and juvenile populations

• All aspects of DOCR operations are component of the OMS system, as system of record for the full breadth of a prison booking, including sentencing calculations, intra/inter facility movement, trust accounts, prison resident job payroll, release dates, case noting, assessment, risk scoring, offenses in custody, and legal grievances

• Dozens of interfaces built in various languages and methods connect to the OMS, providing data to downstream DOCR applications (Docstars, Medical System, Pharmacy, Med Administration, Victims Services) and other stakeholders, including SAVIN/CJIS, BCI, and federal/state agencies such as US Treasury, IRS, ND Child Support, ND OMB (Peoplesoft), ND DHS

• Scope of the project would be the largest IT system implementation the agency has undertaken

INFORMATION TECHNOLOGY INVESTMENTREPLACEMENT OF OFFENDER MANAGEMENT SYSTEM

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• Current system has largely not changed since implementation in 1999 (Oracle version updates as needed, to meet State IT policy)

• The product, Elite, by a Canadian firm, Syscon, is nearing the end of life for its current product iteration• Utilizes a dated web browser no longer supported by Microsoft

• DOCR IT Dept has had to implement compatibility workarounds • Cyber security is a very real concern

• Application has been hosted on premises at DOCR due to 24/7/365 uptime requirements; scope will need to address hardware replacement, depending on the replacing application’s technical requirements

• Great opportunity exists in bridging community and prison IT systems (Community Supervision system is owned and operated by State of ND)

• Replacing system will incorporate core modern OMS industry standard functionality, as published by non-profit entities Integrated Justice Information Systems (IJIS) Institute and Corrections Technology Association (CTA) in “Common Business Functions for Correctional Management Systems”

INFORMATION TECHNOLOGY INVESTMENTTIME & LABOR/TIMEKEEPING SYSTEM

• DOCR currently uses state enterprise Peoplesoft system for Time, Labor & Timekeeping• For agencies with Mon-Fri workforces, Peoplesoft is adequate; DOCR operates 24/7 security

operations on law enforcement style revolving shifts, medical-centered hospital type shifts, on call rotations, peace officer monthly time-blocks

• COVID19 has exacerbated the problem in accurate timekeeping and payroll processing – hazard pay in response to operational impacts have largely required manual processes

• Current state enterprise system is unable or very expensive and time consuming to make program changes to allow for shift differentials and other compensation tools

• DOCR has had more than 100 employees out on quarantine or isolation at one point in time; opportunity exists for a timekeeping solution that is flexible enough to allow shift and schedule switches and overtime, without complex guides that provide step by step instructions on how to enter time worked.

• Ultimately, this reduces payroll administrative time doing quality control on timesheets and time redistribution for budgeting purposes.

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INFORMATION TECHNOLOGY INVESTMENTTIME & LABOR/TIMEKEEPING SYSTEM

• Less time administrative spent by team members and supervisors that may be focused back to primary duties, and potentially fewer human resources needed for payroll administration

• Automated and efficient solution for employees to simply enter or change hours worked outside of their normal schedule

• Mobile solution (due to the wide geographic regions for Parole & Probation Districts, Parole & Probation Officers check-in from their vehicles while performing work site or home visits)

• Timeclock integration with current door security systems, allowing value-added functionality for existing security technology

• Estimation of 0.5 FTE saved in payroll administration alone

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Expected Outcomes:

INFORMATION TECHNOLOGY INVESTMENTRESIDENT TRACKING SYSTEM-NDSP

• One of the core tenets of correctional institution safety is controlling where residents are located at all times

• Difficulty exists in concurrently staffing all possible staff post locations, angles of view, and camera security overwatch

• Difficulty exists in constant monitoring of dangerous separation issues among people in confined space (security threat groups, gang membership, vulnerable individuals)

• Resident Tracking systems leverage existing facility WiFi technology and Internet of Things (IOTS) connection to wearable tech for real-time location tracking

• Systems provide real-time medical information such as spike in heartrate• Expected Outcomes:

• Real-time, usable data provides for officer risk mitigation, medical feedback, escape deterrent, behavior modification, evidence for use in investigations, and increased staff productivity

• Mitigate risk by leveraging automated logic to check for dangerous ‘Keep Separate’ situations as they occur in real-time

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INFORMATION TECHNOLOGY INVESTMENTDigital IP Security Systems, Parole & Probation District Offices

• Parole and Probation district offices are the main contact point between adults on community supervision and assigned officers

• Digital IP security systems can help prevent personal and property crimes by monitoring, transmitting and recording images

• Security cameras are able to record around-the-clock to ensure that we never miss an important moment

• Monitor district offices on a smartphone or tablet while outside of office performing home visits or jobsite checks

• Deterrence of violence, theft, vandalism at workplace; staff accountability

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INFORMATION TECHNOLOGY INVESTMENTLive Scan Digital Fingerprint Machines, Parole & Probation Offices • Department of Justice (DOJ) has developed automated background check process which requires

digitized fingerprints (“Live Scan”)• Digitizing the fingerprints enables the electronic transfer of fingerprint images to the DOJ, which

saves both time and money

• ND Bureau of Criminal Investigation (BCI) has and continues to integrate live scan in their management of prints

• Parole and Probation engages in frequent fingerprinting of people who are sentenced to a period of parole or probation or transferring supervision from another state. We also engage in fingerprinting staff for employment purposes and access to criminal justice data systems.

• Trained and Certified Technician will scan fingerprints using a Live Scan machine. The electronic fingerprinting session takes five to ten minutes and prints are immediately sent via electronic transmission to ND BCI. This project would fund the purchase and installation of 8 Live Scan systems in 8 district parole and probation offices.

• Current Paper-based process creates inefficiency; digital process decreases turnaround time

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INFORMATION TECHNOLOGY INVESTMENTAutomated Client Engagement & Information Terminals, Parole & Probation

Offices

• Adults on community supervision often lack information on what supportive services and opportunities may be available to them in their area

• Automated Client Engagement & Information Terminals scroll engagement messages, resource information and opportunities in the waiting areas of each of our offices

• Information would include information on being on parole and probation, resources such as housing, employment, education, health, addiction, family support, childcare, transportation, etc. Each site would be customized to the resources available in the area. These would be made available in our 17 district offices.

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INFORMATION TECHNOLOGY INVESTMENTCrime Victims Portal

• This project seeks to bring online in a secure, convenient matter the largest remaining paper-based component of the CVC program: Claims

• Through the security provided by Multi-Factor authentication, claim processing, submittal, approval, and payment authorization can be done digitally.

• The project will allow for a person approved for victim compensation to access their claims submitted, submit new claims, see process status for claims and payments, and upload necessary documentation.

• All data, documents, and information will rely on an application programming interface (API) to electronically commit to database, and allow DOCR staff to approve/ reject, or request needed information specific to the claim. Once approved, payment will leverage Peoplesoft process to electronically process payment.

• This project will also create time-saving staff administrative functionality, decreasing reliance on third-party vendor and NDIT

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DEFERRED MAINTENANCE / INFRASTRUCTURE

• Replacement of infrastructure far beyond useful life:• Sewer Lift Station Replacement, NDSP– $1,260,000 • West Cell House Plumbing, NDSP – $1,440,000• West Cell House Windows, NDSP – $1,525,000• Minimum Treatment Unit (MTU) HVAC Replacement & Heating, NDSP – $148,000• Energy Management/ Direct Digital Control (DDC), NDSP- $1,697,000

• Medical & Senior Living Remodel, James River Correctional Center• Remodel and expand the existing JRCC medical and infirmary space to meet unique personal,

mobility, health and mental health needs for vulnerable population – $1,975,389

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Proposed Projects Amount: $8,045,389

DEFERRED MAINTENANCE / INFRASTRUCTUREFACILITY DEFERRED MAINTENANCE

Funding will be used to address major concerns across facilities to include:• Life Safety• ADA• Electrical• Plumbing• HVAC• Environmental

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This ARPA request will restore existing DOCR infrastructure to an operational and maintainable condition

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SEWER LIFT STATION REPLACEMENT

• Currently lift station requires daily maintenance for continuous operation

• Station is 64 years old (1957) and has exceeded useful life after replacement of motors and ventilation 35 years ago (1986) – maintenance costs are rising

• Safety and well-being is an ongoing and significant factor due to access of lower-level stairs and space constraints

DEFERRED MAINTENANCE / INFRASTRUCTURE

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DEFERRED MAINTENANCE / INFRASTRUCTURESEWER LIFT STATION REPLACEMENT

Additional Notes• Game & Fish satellite facilities

feed into this lift station• Make up air unit is 35 years old

and in constant need of repair• Tool access to the lower level is via

a bucket/pulley through the floor• Cake debris (waste pieces that

float) is removed manually via the bucket/pulley system

Benefits• New Station would include:

• Heating, cooling, proper ventilation

• Better lighting quality/quantity for safety and operations staff repairs

• Lower level access via stairs with landings at regular intervals

• New lower access debris removal would utilize motorized lift system to raise/lower containers

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WEST CELL HOUSE PLUMBING

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WEST CELL HOUSE PLUMBING

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DEFERRED MAINTENANCE / INFRASTRUCTUREWEST CELL HOUSE PLUMBING

Additional Notes

• West Cell House holds 120 people (40 per floor)

• Sewer piping is cast iron and corroding; failing on a regular basis for past 10 years

• Water control system is an older style that does not allow the same level of control as newer wing of NDSP

Benefits• Newer piping systems will be very durable

and a non-metal material to avoid corrosion issues

• Retrofitting single sink and toilet to a combination stainless unit for modern controls and efficiency

• Control systems, sensors and valves will allow for similar control as the newer wings of NDSP

• Addition of shutoff valves on the domestic hot/cold to aid in repairs and reduce the amount of rooms affected

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WEST CELL HOUSE WINDOWS

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Existing Conditions

• The existing window system is well past useful life and being patched

• The single pane window glazing and steel frames are extremely energy inefficient since there is no thermal barrier or break with very low R-value for insulating qualities or capabilities

• The current operable window system is not needed due to the environmental tempering of the spaces and zones with heating and cooling

WEST CELL HOUSE WINDOWS

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DEFERRED MAINTENANCE / INFRASTRUCTUREWEST CELL HOUSE WINDOWS

Additional Notes• West Cell House holds 120 people

(40 per floor)

• Windows are no longer made and repair parts are unavailble

• Operable windows are not needed now that the building is temperature controlled (Heating and Cooling)

Benefits• Increased energy efficiency

• More stable temperature and reduce in leakage

• Updated exterior appearance

• Maintenance reductions when cracked or broken

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MTU HVAC REPLACEMENT & ADD HEATING

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DEFERRED MAINTENANCE / INFRASTRUCTUREMTU HVAC REPLACEMENT & ADD HEATING

Additional Notes• Heating system piping connection

points are directly below the air handling unit room in basement

• Controls for the unit are original and need update

Benefits• Newer air handling unit will now

include a heating coil for increased comfort capability

• New digital environmental control system will be upgraded and compatible with current systems for increased functionality

• Air ionization to reduce transmission of pathogens and improve overall air quality

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FACILITY WIDE – ENERGY MANAGEMENT UPGRADE

• The temperature and humidity and ventilation (fresh air required by building code) are controlled by the environmental control system throughout the NDSP facility.

• Pneumatic devices(air pressure powered) drift out of calibration and need frequent repair and/or replacement.

• A portion of the heating, cooling, and ventilation systems also utilize pneumatic actuators that have computer controlled overlay.

Existing ConditionsAir powered control (1960s-today): Uses air pressure supplied by an air

compressor system to power a mechanical piston to move a

damper, valve, or other control device (high maintenance costs,

hard to control, constant calibration).

Air powered control:State-of-the-art control

system technology at the time (vintage photo from

1960s).

Today a computer controls the device, however this is

outdated technology.

Air Pressure

Hose

Mechanical Piston

FACILITY WIDE – ENERGY MANAGEMENT UPGRADE

Opportunity: • Commission (i.e. field verify computer commands are working as

programmed, devices are operating as commanded and/or reporting out correct data) to ensure the computer algorithms and rules of operation will result in correct indoor environmental control and save energy.

• Reprogram equipment to operate with better temperature control and optimize outdoor air usage to save energy.

• Convert pneumatic valves, dampers, and devices to modern digitally controlled devices to reduce maintenance, improve reliability on appropriate HVAC systems, and save energy.

Example computer interface NDSP

ADDITIONAL COMMENTS – CONTROLS SYSTEM• Noteso Pneumatic control devices are

resulting in high maintenance and energy usage

o Air pressure tubing & hosing is cracking, which results in leaks, which reduces the air pressure needed for required control that has in the past resulted in devices defaulting to open settings which has a large energy impact

o Commissioning is needed to optimize the system operations and energy usage regardless of age or system type based on the analysis

o Modern control system strategies will result in improved operation

• Benefits The upgraded digital

environmental control system will be compatible with the current systems for increased functionality Increased energy efficiency Reduced maintenance by

replacing older technology More stable temperatures

DEFERRED MAINTENANCE/INFRASTRUCTURE

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• Lift Stationo Replace older station, equipment & controls

• West Cell Houseo Plumbing upgrades & efficiency/controlso Window replacements

• Energy Management DDCo Upgrade energy/environmental management control system, convert to digital

controls• Facility Wide

o Controls system retro-commissioningo Steam traps repairs/replacementso Exterior envelope sealing

• MTUo Controls system retro-commissioning & ionization

Investment of $6M

Annual savings of$140k

Reduces impact to maintenance funds

Safety impacts are significant

Workshop scenario (June 4, 2021)

DEFERRED MAINTENANCE / INFRASTRUCTUREMedical & Senior Living Remodel – JRCC

• DOCR proposes remodeling existing medical clinic and office space within the JRCC main building to create a combined infirmary space and senior housing unit

• Remodeled space will also house the medical clinic, dental clinic and medical administrative spaces for the facility

• Use existing building space to create appropriately-sized medical facilities, based to the resident population

• Creation of space accessible to individuals who use adaptive equipment, including wheelchairs, for mobility

• Redesign of the space will allow for individual rooms for each infirmary patient, essential for infectious disease control and COVID mitigation

• Senior living unit will focus resources on a growing incarcerated aging population, meeting unique personal, mobility, health, vulnerability and mental health needs

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DEFERRED MAINTENANCE / INFRASTRUCTUREMedical & Senior Living Remodel – JRCC

• Current medical clinic and infirmary spaces do not meet the needs of JRCC resident population

• Existing space is unable to accommodate patients who require adaptive mobility devices, and who need assistance to transfer onto and off examination and treatment tables

• Doorways in the space are not wide enough to accommodate wheelchairs, and would not meet ADA standards if constructed today

• Size and capability of the medical & infirmary space are inadequate to meet the needs of 450 person, 24/7 operation

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Issues:

Medication disbursement room, serving 450 residents twice daily

Clinic Laboratory

EXISTING MEDICAL/ CLINIC/ INFIRMARY SPACE– JRCC

Exam Room Blood Sugar Testing and Insulin Delivery Carts

EXISTING MEDICAL/ CLINIC/ INFIRMARY SPACE– JRCC

Shared Infirmary Bathroom

Shared Infirmary Patient Space

Shared Infirmary Patient Space

Shared Infirmary Patient Space

PROPOSED MEDICAL & SENIOR LIVING REMODEL – JRCC

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DEFERRED MAINTENANCE / INFRASTRUCTUREMEDICAL & SENIOR LIVING REMODEL – JRCC

• Improved infection control and disease spread mitigation through creation of individual living spaces in infirmary• Improved safety for vulnerable senior residents and for general population• Decreased need to transfer senior residents who require nursing home level care to community facilities, with

resulting improvement in community safety• Improved access to care for infirmary and senior living residents, with increased efficiency for medical staff and

operations staff• Decreased need to transfer residents between facilities and to local hospitals to access increased level of care, with

resulting increase in community safety and decreased risk of infection spread of communicable diseases to community or to receiving facilities

• Medical clinic remodel will allow appropriate care for individuals with mobility limitations. This will allow the DOCR more housing options for placing residents who meet ADA designation, and will decrease the department’s exposure to legal challenges due to ADA facility compliance issues.

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This ARPA request will renovate existing adverse facility conditions into strengths, transforming patient care at JRCC and meeting the needs of a growing senior population

Return on Investment

DEFERRED ADMISSION HOUSING

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• To mitigate the impact of COVID19, DOCR deferred the admission of individuals’ sentence to the DOCR under the authority of an executive order issued by Governor Burgum until June 2021

• DOCR coordinated with ND Dept of Health to establish the Vulnerable Population Plan (VP3). Protocols were established and shared with ND sheriffs and jail administrators. This established a mitigation plan to resume admissions to the DOCR, but also provided guidance to local administrators

• DOCR requested CARES Act funding in the 19-21 biennium to provide compensation to the local correctional facilities for housing DOCR sentence individuals during COVID mitigation protocols

• COVID19 outbreaks within close quarters prison housing, among a population with high rates of underlying health conditions, continue to be a daily threat to safety of resident populations and the DOCR staff who serve them

Deferred Admission Housing: $4,800,000

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DEFERRED ADMISSION HOUSINGDOCR continues to take action to mitigate the spread of COVID19 to our incarcerated populations but has not yet deferred admissions during the current biennium

The resurgence of COVID19 variants has required the continued mitigation protocols by DOCR and its partners, ND Counties

This ARPA request would provide funding to reimburse ND county jails for offender housing attributable to pandemic delayed DOCR admission

Image to right: DOCR VP3 Plan, June 16 2021

FREE THROUGH RECOVERY

• Free Through Recovery: $2,995,200What is Free through Recovery?• Improve healthcare outcomes and reduce recidivism by delivering high-quality community

behavioral health services linked with effective community supervision• Collaborative relationship between the DOCR, the Department of Human services, Probation

and Parole and Community Care Coordination Agencies• Participant eligibility includes those 18 years of age or older presenting with a behavioral

health condition (mental health and/ or substance abuse), are involved in the criminal justice system, and present a risk for future criminal justice involvement

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Senate Bill 2015 provided federal funding of $3.3 million added to $8 million from general funds for a total of $11.3 million for the free through recovery program. The source was not specified for the $3.3 million from federal funds.

This ARPA request would provide that source of federal dollars. The amount that should have been requested was $3.3 to fund the amount appropriated in SB2015.

FREE THROUGH RECOVERY

Expected & Reported Outcomes

• Positive gains in housing, employment, recovery, and reduced criminal justice involvement• Outcome reporting is completed by Care Coordinators and Parole & Probation on a monthly

basis, overseen by Regional Administrators• FTR has served 3,344 participants to date with a current census of 1,088

• Overall positive outcome percentage of 68.3% (housing 76%, employment 65%, recovery 70%, law enforcement 72%)

Funding the appropriation authorized by SB2015 will:• Expand the Free Through Recovery program, increasing overall capacity and providing

necessary services to additional participants• Provide the needed increase in services to address behavioral healthcare needs

exacerbated by the pandemic• Fulfill the funding appropriation appropriated by SB2015

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