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Congratulations to Paul Slaven! You are our February DELTA User of the Month.

Thank you for taking it upon yourself to develop a training PowerPoint to assist Case Management Staff with Classification Designations. Not only that, but you also hosted a meeting afterwards with all Case Management Staff and instructed them further on it. Participants found your session very educational and informative! Thank you, Paul for all you are doing, we appreciate it!

Is there someone who you work with, a peer, leader, or another staff member that is doing a great job with DELTA?

This could be: 

  • Someone who understands DELTA very well
  • An individual who has helped you with an issue in DELTA
  • A staff member or peer who has coached you on the system

Every month, a staff member will be selected and featured in the following months newsletter and on our facility SCOOP Boards.

Nominate DELTA User of the Month

DELTA Vision


The DELTA system simplifies our business processes, empowers IDOC staff with the information and tools they need, and enables the effectiveness of our correction programs and services to help IDOC be a modern and trusted resource to offenders and the communities we serve while "changing lives from the inside out"

A Quick Look at What You Need to Know

As we have for the past several months, we have included as much information as possible regarding the latest improvements in DELTA, upcoming development & features, and key announcements. We recognize that there continues to be a lot of information and have condensed it to recent critical improvements and bug fixes. We have organized the various information below by module to make sure it easy to find the updates that are most important to you.

If you have other suggestions about how to improve our communications or have any questions, please reach out to us at ProjectDELTA@idoc.in.gov.

  • Critical Improvements

    Parole

    • A Print button has been added to the Parole Violation Record Vote screen and will be enabled, once the screen is saved

    Parole Board

    • A Print button has been added to the Parole Board Record Vote screen and will be enabled, once the screen is saved
    • On the Parole Board Action screen for adult offenders, a Print button has been added. The printout also includes data from the Transmittal screen. Printing will be enabled once the screen is submitted
    • A Print button has been added to the Parole Board Action screen for juvenile offenders. The printout will also include data from the transmittal screen.

    Classification

    • For classifications that do not involve an interfacility transfer, the Caseworker and Classification Supervisor dropdown for “Agree with the Recommendation” has been updated to include ‘Not Recommend’ as an option. The Warden dropdown has been updated to contain ‘Deny’ and ‘Approve’ 
    • For classifications that do involve an interfacility transfer, the Caseworker, Classification Supervisor, and Warden dropdown for “Agree with the Recommendation” has been updated to include ‘Not Recommend’ as an option. The Central Office Classification Analyst dropdown has been updated to contain ‘Deny’ and ‘Approve’
    • DELTA has been updated to apply the Behavior Modification Plans to Department Wide Administrative Restrictive Housing reviews. The Behavior Modification Plans will no longer be applied to the Department Wide Disciplinary Restrictive Housing
    • The Transfer Action dropdown has been made a required field on the Classification Designation
    • Reclassifications and/or annual reviews has the dropdown values for the Severity of Prior Offense include 1-5
    • The Facility Recommendation dropdown on the Classification Designation includes all active facilities for the last level of approval 
    • The Medical and Behavioral Health screen has been updated to only display updated records to the Medical, Behavioral Health, and Disabilities codes 

    Sentencing

    • A field, on the Arrest & Escape History screen, under the Current Commitments panel, has been added, titled Age at First Conviction. 
    • The Remaining Time calculation in DELTA has been updated when there is a change to the Original or Updated EPRD as of Received at Permanent Facility for new offenders
    • The Remaining Time calculation in DELTA has been updated when there is a change to the Original or Updated EPRD as of Received at Permanent Facility for Probation and CCV
    • The calculation for Individual ACTs has been updated to “EPRD as of Received at Permanent Housing Facility Date,” when checking if an offender is greater than or less that 6 years to their EPRD.
    • The calculation for Probation / CCV ACT calculations has been updated to “EPRD as of Received at Permanent Housing Facility Date,” when checking if an offender is greater than or less that 6 years to their EPRD
    • For offenders on a new violation or episode, the source location for determining if the EPRD has been changed from the banner to the updated EPRD as of Received at Permanent Housing Facility date on the Legal Summary. The calculation has been updated
    • For offenders returning after a probation or CCV violation, the source location for determining if the EPRD has moved from the banner to the updated EPRD as of Received at Permanent Housing Facility date on the Legal Summary

    CPCT

    • The calculation, in DELTA, for identifying an offender’s first CPCT review date if the offender is 6 years or more from their EPRD has been updated
    • Case Management
    • An Action Queue has been added for the Caseworker, if there is an update to the Classification Designation. The Action Queue will trigger if there is a change to the offender’s medical, disability, or behavioral health codes. The Action Queue item will drop off once the Caseworker submits their portion of the Classification Designation
    • The ability to edit finalized Classification Designationshas been removed. Once a Classification is finalized, all edit buttons on the scoring instrument will now be inactive

    Conduct

    • The previous non-discretionary level 1 definitions has been updated. Changes will be made to Time Restriction, Curr IDOC Restrict – Criteria, Curr IDOC Restrict – Escape, and Felony Detainer
    • The system has been updated to grant the author of a Conduct screen, Conduct Admin, Legal User, and Litigation Liaison the ability to edit the screen after the report is submitted. Additionally, the Hearing Officer can now update the Appeal Form on the Appeal at Facility screen after the appeal is saved. The Warden can now edit the Appeal at Facility screen when the status is closed or pending appeal at facility. Finally, DOC legal can now edit the appeal at central office or federal court report when the status is closed or pending appeal

    Movement

    • A dropdown to the External Movements screen has been added to select the offender as an adult or juvenile if the offender is under 21 years old and has a previous episode. The system will display the popup if the offender is less than or equal to 21

    PREA

    • PREA has been updated to remove the PREA – Aggressor from the non-discretionary override reasons. In addition, PREA abusers are no longer eligible, in the system, for security level 1
    • The PREA Annual Screening Action Queue has been updated to only trigger if a PREA Assessment has not been completed within the past 90 days

    Intake

    • The Intake Facility Report now includes the Cell-House Range and Bed Assignments

    Programs and Work

    • On the Assign Offender screen, users can now select and/or update a start date for jobs and programs. A popup to select the date will appear after the ‘Select’ button in the Offender Details grid is clicked on the Assign Offender screen
  • Bug Updates in DELTA

    Conduct

    • The issue, preventing users from saving the Hearing Report with only Postponement details has been updated

    Grievance

    • The issue where duplicative grievances are being displayed for an offender has been updated. In addition, the continuance options has also been updated to allow users to save and submit rather than delete 

    Parole

    • The issue where offender’s drug history results are not being removed after selecting the “Remove” button on the Drug Screening History screen has been updated
    • The issue where Parole offenders are missing the Completed Release Date in the FSSA Weekly Incarcerated and Release file has been updated
  • System Speed

    The DELTA team, IT team, and our vendor partners have continued to investigate and make updates to further address system slowness. They have partnered closely with the previously announced, Latency Working Group, which is a group comprised of approximately 10 individuals from each Facility and Parole District, to identify additional issues.

    We are delighted to announce that all issues have been addressed at this point, with the exception of Classification. Our team is continuing to work through outstanding fixes for Classification and will share an update once more information is available. 

    As a friendly reminder, if you are continuing to experience system slowness issues, please submit a Troubleshooting ticket HERE. When submitting, please include as much information, screenshots, and additional content as possible to help our teams review the issue(s).

    Thank you for your understanding and patience as we have worked through these issues. If you have any questions, please don’t hesitate to reach out to me or the DELTA Mailbox, at ProjectDELTA@idoc.in.gov.

  • Action Queue Update

    The DELTA team, IT team, and our vendor partners continue to dedicate large amounts of time to the Action Queue issues that have been reported. Our teams are meeting regularly with Module Owners and Module Delegates to perform detailed Action Queue reviews and going item-by-item. The team is continuing to investigate and is in the process of finalizing the approach to removing the Action Queue items that are causing issues.

    The primary issues, that the team is reviewing, are:

    • Reports that completed Action Queue items are not being removed from the Action Queue, leading to a long list of items that are clogging up the queue
    • Reports that Action Queue items are being assigned to the incorrect system roles. In turn, this is resulting in staff not being alerted to actions that are needed

    We recognize that this can be challenging, and we want to assure you that our team is working diligently to address these issues. We appreciate your continued patience and understanding as we finalize a solution. We will continue to provide updates as they become available.



Frequently Accessed Modules


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Project DELTA Governance


First a ticket is submitted, then the module owner analyzes the ticket and logs bug or identifies new enhancements. Mi-Case then fixes the bug before testing and deploying to DELTA. The Module owner participates in ongoing working sessions where new enhancements are identified and written. The Change Board votes on the new enhancements and then the DELTA Leadership Reilies the new enhancement. Finally Mi-Case develops the new enhancements.

Empowered User Program

The DELTA Empowered Users Program is designed to provide staff with localized support to answer their questions, troubleshoot issues, and get real-time support with DELTA. Staff are encouraged to reach out to their facility or parole district Empowered User when they encounter an issue. The Empowered User Program will not be replacing the DOC Help Desk but will serve as a first stop for staff.


Empowered User Objectives and Activities:

Empowered Users work across different areas of the DELTA team to:

  • Support Staff by:
    • Answering questions
    • Helping troubleshoot common issues
    • Provide screenshare troubleshooting if needed for common situations within DELTA
  • Support Module Owners by:
    • Recommending updates to the interim solutions
    • Helping collect feature requests for future DELTA enhancements
    • Highlighting feedback from staff on functionality
    • Sharing commonly experienced issues
  • Support Workforce Engagement by:
    • Reviewing QRGs and making recommendations on updates based on interactions with staff
    • Reviewing release notes and identifying areas where QRGs or OJT Tasks sheets may need to be updated
    • Helping build out roles that could require their own QRG to better help staff get the information needed

Empowered User Resources

What's Coming In the Next Sprint?

Our Module Owners, SMEs, Help Desk, and vendor partners are currently working on DELTA Sprint 42. In Sprint 42, the following updates are currently planned:


User Stories
Detainers & Holds
  • The “Active” and “Cancelled” radio buttons will be removed from the Detainer Dashboard. Users will use the Detainer Status dropdown menu to view detainers with the following status, “All Status”, “Awaiting Release”, “Detainer Incomplete”, and “Canceled”
  • A “Save Filter” button will be added to the Detainer Dashboard. This will save the filters selected to the user profile so that the filters are pre-filled when that user logs in to use the dashboard. A “Clear Filter” button will also be added so that users can choose to revert back to the default settings on the dashboard after clicking the “Save Filter” button
  • An additional “Offense Grid” will be added to the “Additional Information” panel on the ‘New Detainers’ screen. The Offense Grid must have an Offense Description populated to save
  • An “Edit” and “Delete” button will be added to the ‘Comments’ section in the Additional Information panel on the ‘Detainers’ screen. Users that have write access to the ‘Detainers’ screen will have the ability to use the “Edit” button. Users that have the Release Supervisor, Executive Director of Classification, Classification Supervisor, Classification Analyst, Director of Sentence Computation and Release, Parole District Supervisor, Parole Assistant District Supervisor, or Administrator Roles will be able to view/use both buttons on this grid
Intake
  • On the ‘Personal Characteristics’ screen, the “Driver’s License #” field will be updated to “Previous DOC#’s” and will no longer be a required field
Programs and Work
  • The ability to “Print” the ‘Change Status History Report’ is being added. User’s will have to have an Offender in context in order to print
  • Users will be able to search for one Offender on the ‘Manage Participation’ screen. Users will be able to enter a DOC # into the search bar on the ‘Manage Participation’ screen after a list of offenders has been displayed on the screen. A popup message will appear if a record is not found
  • Within the ‘Manage Participation’ screen, users will be able to “Approve” and “Reject” pay for offenders
  • The system logic for selecting which daily rate will be reported to Cactas during the pay period is being updated. DELTA will automatically calculate the highest rate of pay for a day and send to Cactas, if the offender has more than one job
  • DELTA is being updated to reflect the pay rate for certified/uncertified pay starts on the date that the rate was changed from uncertified to certified within DELTA 
  • Selecting offenders on the ‘Manage Participation’ screen, is being updated to enable users to select one or multiple offenders 
  • Users will be able to update attendance and submit pay for an offender on the ‘Managed Participation’ screen
  • Users will be able to edit values within the “Attendance Record” column and save within ‘Session Detail’. The user who makes updates/changes will be saved to DELTA.
  • Users will be able to update status, change status date, and enter comments on the “Change Status History Grid” and those changes will be saved
Religious Services
  • An Action, in the Action Queue, for Central Office Religious Staff will be created to review a marriage application that has been denied by a Chaplain at a facility. The Central Office Religious staff will be able to change the status to either “Central Office Approved” or “Central Office Denied”
Visitation
  • Visitation Administrators will now be able to edit or remove an offender’s restrictions or visitor restrictions. The user will be able to do so by clicking “Edit” and removing a restriction. Once the user selects “Yes”
  • Updates will be made to visitor restrictions. If a visitor restriction is end dated where the restriction was less than 6 months, then the visitor will show as being approved. If the restriction is end dated but the restriction was greater than 6 months, then the status will show “Needs to Apply”. The batch job to check for the restriction end dates will be updated to run every 2 hours, instead of 6 hours
  • DELTA will be updated to remove functionality that restricts the number of times an offender’s privileges can be changed
  • DELTA will be updated to remove visitors on an offender’s visitor list, when the offender is discharged. If the visitor is on another offender’s list, the visitor will not be made inactive for that offender. If the discharged offender is returned to the DOC in less than 6 months, the visitors will be made active again
  • The Visitation Coordinators will be able to see the “Add Visitor Restriction” button on the Visitor Information screens, regardless of the visitor’s status 
  • The “Add New Visitor” button will be removed from the ‘Visit Registration’ screen. Visitors will be added from the left navigation panel or the ‘Visitation Administration’ screen
  • DELTA will be updates so that the Visitation Coordinator will be the only role that will have access to link active offenders to an existing visitor 
  • DELTA’s notification system will be updated so that notifications that were previously sent to the Visitation Officer will now go to Visitation Coordinators 
  • IDACS users will no longer be required to upload a document to a Visitor’s IDACS record on the IDACS Dashboard. The requirement will be removed from the screen and the attachment column will be hidden
  • DELTA will be updated to enable Visitation Coordinators to change Visiting Privileges and Category of Visits on the Visitation Administration screen
  • The ability to upload visitor restrictions will be updated from the Visitation Coordinator to the Executive Director’s Administrative Assistant.
Classification
  • The creation of an Action Queue item when an academic level has been changed will be disabled. Instead, when an offender’s academic code is updated on the ‘Personal History’ screen, DELTA will send an email to the assigned Caseworker and the Casework Manager for that offender
  • Canceled classification records will be hidden from an offender’s classification history screen as default. Users can see these if they select the radio button within the ‘Classification History Search’ screen
  • A new scoring toggle will be added to the offender’s prior offenses panel on the ‘Arrest & Escape History’ screen. The scoring update will be the following when toggled on: If original prior offense level = F5, F6 or FD increase to F4 or FC. >0-10 yrs = 3 points, 10 yrs = 2 points. If original offense level = F4 or FC increase to F3 or FB. >0-10 yrs = 4 points, 10 yrs = 3 points. If original offense level = F3 or FB increase to F1, F2, FA, M. >0-10 yrs = 5 points, 10 yrs = 4 points
  • DELTA will be updated to no longer count a felony detainer as a non-discretionary override criteria override for levels 2 through 4
  • Functionality will be added to create an error message if a Classification Supervisor does not select either the Intra-Facility or Inter-Facility transfer before submitting the request
  • The Classification Supervisor, Warden, and Central Office panels of the ‘Restrictive Housing Placement’ screen are being updated/ The update will give users the ability to indicate their agreement or non-agreements with the recommendations and Central Office can record their approval or denial of the placement request within the ‘Restrictive Housing Placement’ screen
  • An Offender Refused to Participate” field will be added to the “Offender Statement” panel of the ‘Work/Study = RCA Release’ screen. This field will be toggled off unless the Caseworkers or Casework Managers toggle it on
Conduct
  • Users will be able to start the Conduct appeal process when sanctions are missing on the Hearing report. This update will allow users to start the appeal process if the status is closed and the decision is guilty on the Hearing report
  • DELTA will be updated to enable all codes to be printed with the relative Charge in the Offense Column within the Hearing and Screening reports
Movement
  • DELTA will be updated to enable the changing of destination facility on the transportation queue and the remove button will be modified on travel orders arrival confirmation modal popup. If editing the destination on the Transportation queue, the status will remain en route and only the destination will be changed. The Arrival Travel Order will also update with the new destination. If removing the facility arrival, the offender status will return to what the status was prior to the departure and the movement status will return to Requested regardless of the previous status. This will delete the departure (T3) and remove the arrival (T4) travel orders and place the offender back on the transportation queue with the ability to reschedule, postpone or remove. This will also add a new movement reason of "Travel Order Cancelled" to movement code T4 to display in the offender traffic history when an arrival travel order is cancelled. This change will also update the label from "Remove Inmate" to "Remove Offender" on the Removal confirmation pop up
Parole
  • A “Date Submitted” column will be added in the Placement grid. This will display the date and time when a placement was first entered in the DELTA system
  • A "Date Completed" column will be added in the Placement grid. For Parole Placements, the column will display the date and time when the Parole Agent selected approve or deny and submitted the placement investigation. For Non-Parole Placement the column will display the date and time when the placement is completed
  • DELTA will be updated to display a list of all cities and counties on the ‘Offender Address’ screen under Parole. This functionality will display all counties and cities on the Offender Address screen when adding an offender address rather than just the counties and cities within the district the offender is assigned to
  • An “Applied By” column will be added under “Note” grid on the ‘Offender Profile” and ‘Parole Intake List’ screens. This column will indicate the username of the DELTA user who created the case note
Sentence
  • A Release Action of “Parole” will be added on the CAD Dashboard 
  • A Release Action of “Probation” will be added on the CAD Dashboard
  • A Release Action of “Community Corrections” will be added on the CAD Dashboard
  • For "Indeterminate Life" sentences a "Parole Board Eligibility Date" a field will be added which displays the date eligible for Parole consideration. A "Parole Denied" button will be enabled after the "Parole Board Eligibility Date" where the user will indicate whether Parole was Denied.
Bug Improvements
Case Management
  • The issue where the resolved date for an intervention is not displaying on the IGP report will be updated
Classification
  • The issue where the Annual Reviews are not showing in the Action Queue for the Caseworker to complete will be updated

Project DELTA Video Series

The DELTA Video Series provides staff an “inside look” into DELTA and is composed of 3 types of videos – Technical, Comparison, and Experiential. Comparison and Experiential videos, created by DOC staff, share key information about DELTA in comparison to the legacy systems, as well as staff’s experience with the system. In contrast, the Technical videos highlight how to perform key functionality in DELTA and are continually updated by Mi-Case when changes to the system are made.


DELTA Video Series  Experiential - Authentic, role-playing (mini-commercial style) videos that answer common questions and convey the benefits of DELTA  Comparison - Side-by-side comparison videos of DELTA vs. Legacy systems.   Technical - Short, micro-videos, of the system and its functionality

Case Management
Conduct
Gang Management
Movement
Parole
PREA
Property
Release
Sentencing
Warrants

DELTA Resources

The DELTA System Go-Live is scheduled for May 15th at or around 9AM across all DOC Facilities and Parole districts.  Beginning at 10PM Friday, May 12th we will begin the Cutover Process and all current legacy systems will be in read-only mode.  Below are resources for you to utilize as we begin these activities.  Please note the folder linked below is being continuously updated throughout this process.


Communications Archive