The Utah Board of Pardons & Parole presented plans to convert paper records to an electronic system. They outlined a multi-phase plan to develop modules for document management, decisions, and calendaring using existing technology and a private vendor. They also proposed an accelerated 14-month timeline at an additional cost of $720,000 requiring more staff and equipment. Key challenges included organizational changes, partner availability, and the many dependent phases requiring completion. Converting to electronic records was argued as vital for improved communication, transparency, decision-making, and records management. A 2.5 year timeline was the board's recommended option costing $1.38 million initially versus $2.1 million for the accelerated 14-month plan

1. Utah Board of Pardons & Parole
February 2017
Presentation to the Executive Offices and
Criminal Justice Committee

2. Intake
Records
Continuing
Jurisdiction
Calendaring
Notification
Case
Analysis
Victim
Restitution
Disclosure
Hearing
Official
Board
Decisions
Publish
Results

3. Utah System Needs
 Calendaring
 Case Analysis-Time Accounting
 Disclosure of Information to the
Offender
 Board Decision Making & Voting
Need Current Efforts Moving Forward

4. Plan Overview
 Leverage existing technology
 Utilize documents already in other
systems
 Contract with private vendor
 The Board enters information into
Corrections’ system
 Build modules in O-Track
Need Current Efforts Moving Forward

5. Three Phases: Document Management, Decisions,
Calendaring
Current Efforts:
Developing Detailed System Design = 276 Functions

6. Three Phases: Document Management, Decisions,
Calendaring
Current Efforts:
Developing Detailed System Design = 276 Functions

7. COMPLETE
Earned Time
Program
Phase I
COMPLETE
Calendar
Phase I
MARCH
2017
Web-Base
Conversion
SUMMER
2017
Document
Management
Phase I
FALL 2017
Sentencing
Guidelines
Current Timeline Milestones
Need Current Efforts Moving Forward

8. DOCUMENT
MANGEMENT
DECISIONS CALENDAR
Current Timeline Milestones
Spring FY20
Need Current Efforts Moving Forward

9. Electronic Accelerated Timeline
Fall FY19

10. Electronic Accelerated Timeline
 DTS + DOC + BOPP = 14 months
 Total = $2.1 million (additional $720K)
 Hiring 6 additional contract programmers,
business analyst, database administrator, and
project manager
 Additional equipment and space required
 Hiring 4 temporary staff to help scan up to 20K
files in 14 months.

11. Agency Challenges
Accelerated Timeline for 14 Month Plan
 Internal factors
 Small Staff Size: Currently have 11 line staff to scan
documents
 Organizational culture change
 Retirements (72% hearing officials)
 Assumes training temp staff to cover for Subject Matter
Expert (SME) employees working on development and
testing phases

12. Agency Challenges
Accelerated Timeline for 14 Month Plan
 External factors
 SDM Expert from National Institute Corrections (NIC)
 Time and resource availability of partners such as DOC,
DTS
 Many phases of the project must be completed in order
to be successful
 DTS working on projects together with DOC an BOPP

13. Why Converting to Electronic Records is Vital?
 Intra/inter agency communication
 Performance measurements
 Transparency and accessibility
 Structured decision making
 Best use of State resources
 Records management risk to flood and fire
Need Current Efforts Moving Forward

14. Cost Analysis
2.5 Year Plan (Board Recommended
Option)
 FY18 $1.38 million
 $313,933 ongoing
14 Month Plan
 FY18 $2.1 million
 $313,933 ongoing
Need Current Efforts Moving Forward

15. Utah Board of Pardons & Parole
448 East 6400 South
Murray, UT 84107