POLARIS was borne out of a need for establishing a case-specific information system that supported an integrated case management approach for probation departments and acts as a standard central data hub between the multiple and most often incompatible case management systems running in different departments.

Challenges:

The state administrative department contains enormous volume of information which is important in the law enforcement efforts. But at the same time the sheer volume of data makes its availability a tedious task since such a vast data requires complex organizing and cataloging procedures. This further created difficulty in enforcing compliance with policies, regulation, and best practices.

Solutions:

The extremely powerful and feature-rich technologies of Oracle Forms & Reports 10g, Oracle Database 10g & XML were employed to develop the system to provide such features. These are mentioned below:

• Administration including Role Management, User Maintenance and lookup data approval.
  
  
• Look-up Maintenance that allowed the client to maintain lookup data for hundreds of different types of lookups.
  
  
• Intelligent Case Search that allowed for searching for case-files based on any combination of a number of parameters.
  
  
• Case Management Upload that employed the Justice Department’s Global XML Standard (GJXDM) to ensure the ability to import data from different case management systems
  
  
• Ad Hoc Reporting that made use of the powerful Oracle Discoverer 10g and allowed end-users to create and save their own reports in both PDF and HTML formats

Challenges:

Our client was majorly facing different layers of challenges and complications for Oracle EBS implementation.

Marketing Product Hierarchy

Challenge: The client lacked maintenance of any structured hierarchy for their energy products which was leading to incorrect items being displayed and thus resulting in the users making wrong selection.

Solution: Our team helped the client build a process through which all products were arranged in a scientific and structured manner thereby providing maximum information to customers and users.

Stock Availability

Challenge: The client was unable to receive the accurate stock in hand and stock in transit information at the time of ordering which resulted in duplicating procurement of the items on demand generation.

Solution: We helped the client in providing all stock information in an orderly manner and available at any given time. This intuitive and collaborative solution ensured synchronization with suppliers and consumers thus creating a demand to increase stock availability and boost sales.

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The case management upload module includes features like facts and issue analysis, tracking of contact and case participants, deposition analysis and case research. HIPL created the Upload module designed with a view to simplify the transfer of data from the departments to the administrative office of the client.

Challenges:

The case management data upload module uses a standard XML schema based on the Global Justice XML Data Model (GJXDM) ver. 3.0. Since different case management systems running in the various probation departments across the states are required to generate XML messages which are based on the schema that was developed for POLARIS was a major challenge in itself.

Solutions:

The following modules were designed to fulfill the client requirement.

Scheduling: Allows for the scheduling of XML data transfer from Probation Departments into POLARIS, i.e. the XML data may be imported monthly, weekly, every 14 days, etc.

Type of Data: Allows for the Probation Case Management systems to define whether the XML Data is to be refreshed (because it already exists in POLARIS) or if new data needs to be imported.

Nomenclature: The Upload module defines a naming convention for the XML Message files that are transferred from the Case Management Systems to be uploaded into POLARIS thereby making it easier to control data duplication.

Exception Management: For erroneous cases, POLARIS generates notifications that are sent to the concerned Probation Office. Erroneous cases may include (among others) Duplicate files, mismatch between the file name and the XML data within the file, unscheduled uploads, etc.

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PPS was developed with a view to address the need of allocating State Reimbursement funds to Circuits and to manage monthly Reimbursement Vouchers to ensure the timely approval of validated requests. It allows the tracking of new positions and new employees based on full-time/shared positions, tracking of all changes in an employee’s status, allocation of budget and validation of reimbursement vouchers against that budget and generation of reimbursement vouchers. Several canned reports help in budget auditing, evaluating vacant and filled positions, Gap Analysis of Department/County and State funding, tracking new hires and status change of an employee on a day-to-day basis.

Challenges:

There were a number of internal factors that stood as obstacles in creating this particular module some of which are below:

• Lack of resources.
• Misplaced data.
• No standardization.
• Lack of visibility into key performance of various departments and its staff.

Solutions:

Oracle Forms & Reports 10g and Oracle Database 10g were employed to develop the system and to provide such features as below –

• Administration including (among others) user management, funding sources management, location & department management, pay frequencies, etc.
  
  
• Employment Tracking allows creation of new authorized and approved positions, updating new employees and updating the change of status (including position changes, salary changes & other miscellaneous changes) for employees.
  
  
• The Budgeting module maintains the monthly reimbursement budgets for every department and funding source. This allows for addition of budgets each year and also for budget adjustments during the year. Reports track the total & remaining budget amounts and reconcile budgets with the expenses.
  
  
• Reimbursement Vouchers allow nearly-automated generation of vouchers based on department, funding source and pay periods based on the pay frequencies. Vouchers progressively reduce the department budgets track availability of budgets before allowing vouchers to be approved.
  
  
• A number of canned reports provide real-time information about the status of the system and of the different departments and employees. Budgeting & Voucher related reports provide the necessary monetary information that allows the client to maintain smooth operations in the Probation Department.
  
  

Business Value:

The customized implementation enhanced our client’s business in the following ways.

• The system alleviated hectic workload allowing the client to handle some of the tedious aspects of the job with more ease and efficiency. The employee records management system provided a cost-effective and simple way to track personal employee data, benefits, reviews and evaluations, attendance and vacations, training and education information in compliance with the law.
  
  
• Case Management is a progression from the initiation of a case to its final resolution. This system enabled our client a comprehensive facility for creating, indexing, storing, finding, viewing, sharing a wide variety of document types. It is ensured compliance, flexibility and enhanced visibility which enabled the client to document events and case study tracking at any point in the process.
• The implementation allowed teams of attorneys, legal assistants, staff, in-house counsel and experts to easily work together and share litigation documents and work. This not only enhanced communication and speedy preparation but also reduced the chances of important information or contributions being overlooked.
  
  

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