LOCAL INMATE DATA SYSTEM Newsletter

[Pages:8]LOCAL INMATE DATA SYSTEM

(LIDS)

Compensation Board's Phone Number:

(804) 786-0786

_________________________ Compensation Board's Fax number:

(_8_0_4_)__3_7_1_-_0_2_3_5____________ Compensation Board's Website address:



Compensation Board's Mailing address:

P. O. Box 710 Richmond, VA 23218-0710

Staff Contacts:

User Issues

? Alice Coe, Customer Service, Mgr

acoe@scb.state.va.us

ext. 207

? Sue Kelly-Graham, LIDS Technician

skelly-graham@scb.state.va.us ext. 220

Program Issues

? Anne Wilmoth, Information Tech. Mgr

awilmoth@scb.state.va.us

ext. 222

? Craig Giegerich, Systems Engineer

cgiegerich@scb.state.va.us ext. 216

? Melanie Morrison, Systems Engineer

mmorrison@scb.state.va.us

ext. 204

Policy/Audit Issues

? Richard Lampman, Policy/Planning, Mgr

rlampman@scb.state.va.us

ext. 215

? Oliver Bradshaw, Audit Supervisor

obradshaw@scb.state.va.us ext. 203

? Mark Wood, External Auditor

mwood@scb.state.va.us

ext. 228

Security/Key Fob Issues

? Anne Wilmoth

ext. 222

? Melanie Morrison

ext. 204

? Sue Kelly-Graham

ext. 220

Newsletter

**DATE TO REMEMBER ** 9/09/03 - LIDS SUBMISSION DUE

AUGUST

2003

FAREWELL TO VALUED LIDS ADVISORY COMMITTEE MEMBER

We are pleased to inform you that Colonel F. Glen Aylor, Central Virginia Regional Jail has been promoted to Superintendent of the Central Virginia Regional Jail, but regret that he has tendered his resignation as member of the LIDS Advisory Committee effective October 1, 2003. We appreciate Col. Aylor's committed and dedicated service while serving on the Committee. He will be greatly missed, and we wish him much success in his new position.

WELCOME NEW LIDS ADVISORY COMMITTEE MEMBER

We would like to welcome the following LIDS user who has been carefully selected to serve on the LIDS Advisory Committee:

Bruce Folks, Rockingham County Jail, is in his 23rd year of his Law Enforcement career. He spent 16 years with the Highland County Sheriff's Office where he served 10 years as the Chief Correctional Officer. He transferred to the Rockingham County Jail in June 1997 where he has served as the LIDS Technician since the creation of the position in 2000. He also serves as Live Scan System Administrator, Breathalyzer Operator, supervises booking records and DNA procedures, and is certified in Basic Law Enforcement. He, his wife, Lisa, and daughters Janna and Bryanna live in Rockingham County.

An updated LIDS Advisory Committee member list is located on Pages 8 & 9

PROBATION DISMISSED/PAROLE DISMISSED

Reginald Tinsley, LIDS Technician for the Richmond City Jail brought to our attention at the August 13 LIDS Advisory Committee meeting that disposition codes PD (Parole Dismissed) and PR (Probation Dismissed) should be treated as sentenced charges in LIDS. The Committee agreed and LIDS Reference Codes will be updated from unsentenced to sentenced effective September 1, 2003.

***ATTENTION!***

COMMITTING JUVENILE OFFENDERS

Several LIDS users have asked questions pertaining to committing juvenile offenders in LIDS:

? Question: An inmate is committed to jail as a juvenile offender and is Certified as an Adult. How should the

juvenile inmate be confined and released in LIDS if he/she is released to the Department of Juvenile Justice, and how should the sentence be entered into LIDS?

? Answer: Commit the juvenile inmate in LIDS as Reason Confined Code '39', Juvenile Sentenced as an Adult, no

pending charges. Enter the sentence date. If the inmate is sentenced and the court order reads "Indeterminate Youthful Offender", enter '0700' in the Sentence Length YEARS category within the Offense Information screen. If the court order reads a term sentence, i.e. 4 years, etc., enter '0004' in the Sentence Length YEARS category within the Offense Information screen. If the juvenile inmate is released to the Department of Juvenile Justice, use Reason Release Code '30', To Serve at Department of Juvenile Justice and enter the release date.

INS changed to ICE Effective June 9, 2003

It was brought to our attention that effective June 9, 2003 INS became a part of ICE -- the Department of Homeland Security Bureau of Immigration & Customs Enforcement. Please refer to the following link for more information:

DNA DATA BANK UPDATE

Katya Newton, Attorney at Law at Virginia Division of Forensic Science reported that, according to their Data Bank Supervisor, the total number of duplicate samples received in July 2003 was 3.4%, total number of felon duplicates received was 4.6%, and total number for arrestees was 1%. Before DNA samples were recorded in LIDS using the LIDS DNA Sample Tracking on the Internet, approximately 25% of the samples received were duplicates. Currently they're at about 5% duplicates received for the year, but that figure continues to decrease. Paul B. Ferrara, Ph.D., Director, Virginia Division of Forensic Science, was optimistic that by using the LIDS system, they could get the duplicate rate below 10%. Dr. Ferrara, the Forensics staff and Compensation Board staff are thrilled that they have far surpassed that goal. The latest arrestee hit statistics is 30 hits - 8 in rapes/sexual assaults. Ms. Newton conveyed that the vast majority of the credit for the reduction of the duplicates goes to Compensation Board staff members Anne Wilmoth and Craig Giegerich for their hard work and assistance with this project.

We credit the LIDS users for their continued dedication to ensure that DNA sampling dates are recorded in the LIDS DNA Sample Tracking System. We appreciate LIDS Users' continuous efforts in accomplishing this monumental task!

LOCAL INMATE DATA SYSTEM (LIDS) Newsletter

August 2003

Page 2

FORMS MAINTENANCE REPORT

The DAILY AVERAGE ACTIVITY REPORT gives daily average commitments and releases of the total inmate population over a 12-month period, and provides the current population, admissions, daily average activity, total annual activity, date of least activity, and date of most activity. This report can either be viewed on-line or downloaded, and is located in LIDS, Forms Maintenance, Option B, OFFLINE REPORTS, QUERIES AND FILES, press Enter, then select OPTION Y:

LMN5-B SCBM99

OPTION: Y

LOCAL INMATE DATA SYSTEM (LIDS) FORMS MAINTENANCE JAIL # 001

2003-08-08 07.33.12

V.08052003

A. CURRENT JAIL ROSTER FILE C. RELEASES FOR PERIOD FILE E. INSURANCE REPORT AND FILE G. OUT OF COMPLIANCE FILE I. INMATES THAT REQUIRE A DNA SAMPLE K. MONTHLY ADP COMPARISON M. INMATE DATA INFORMATION REPORT O. DATA INTEGRITY ERROR REPORT Q. LEGISLATIVE CHANGES/PENDING CHARGES S. DOC INMATE PRE-RELEASE PROGRAM U. MISDEMEANOR OFFENSE RELEASE REPORT W. ANNUAL SURVEY OF JAILS REPORT (CJ5) Y. DAILY AVERAGE ACTIVITY REPORT

B. CONFINEMENTS FOR PERIOD FILE D. MONTHLY FINANCIAL DETAIL FILE F. POSSIBLE ERRORS REPORT H. HISTORIC JAIL ROSTER J. JAIL ROSTER FOR PERIOD L. SSN VERIFICATION RESULTS N. CURRENTLY AVAILABLE DOWNLOAD FILES P. LEGISLATIVE CHANGES/SERVING 12 MONTH R. LEGISLATIVE CHANGES/SR INMATES T. FELONY CHARGES PEND MIS/ORD CHARGES V. INMATES SERVING 12 MONTHS OR LESS X. INMATE COUNTS REPORT (CJ9)

SELECT OPTION THEN PRESS ENTER OR CLEAR KEY TO EXIT

SCREEN #1

? Request the MONTH, DAY and YEAR ? Press Enter to continue

LMN5-C

LOCAL INMATE DATA SYSTEM (LIDS)

2003-08-08

FORMS MAINTENANCE

07.36.34

JAIL # 001

V.08052003

REPORT/FILE: DAILY AVERAGE ACTIVITY REPORT

MONTH: 06 DAY: 30 YEAR: 2003

JAIL NUMBER: 001

REQUESTS COVERING "ALL" JAILS

WILL BE RUN OVERNIGHT

LOCAL INMATE DATA SYSTEM (LIDS) Newsletter

August 2003

Page 3

SCREEN #2

? Press Enter to continue

LMN5-M SCBM99M

LOCAL INMATE DATA SYSTEM (LIDS)

V.08052003

DAILY AVERAGE ACTIVITY REPORT

YOUR REPORT REQUEST HAS BEEN SUBMITTED FOR PROCESSING, WHEN IT HAS COMPLETED YOU MAY VIEW THE REPORT ONLINE OR DOWNLOAD THE FILE FOR PRINTING ON YOUR SYSTEM.

THIS REPORT WILL TAKE AWHILE TO COMPLETE, YOU CAN CHECK THE REPORT INDEX TO SEE WHEN IT HAS COMPLETED. FILE SCB.PROD.J001.BDACTR00.RTF WILL BE CREATED FOR YOU. FILE SCB.PROD.J001.BDACTF00 ACTIVITY BY DATE FILE. BE SURE YOU SAVE THE FILE WITH THE ".RTF" ENDING.

PRESS ENTER TO CONTINUE

SCREEN #3

LPS2-2

DAILY AVERAGE ACTIVITY REPORT

V.01282003

SCBBDACT-R001-001 DAILY AVERAGE ACTIVITY REPORT AS OF 6/30/03 PAGE 1

PRODUCTION

ACCOMACK COUNTY JAIL DATE 8/ 8/03 TIME 07:38:26

EXTRACT DATES: FROM 07/01/2002 TO 06/30/2003

DESCRIPTION

COUNT FEDS DESCRIPTION

COUNT FEDS

CURRENT POPULATION : ADMISSIONS THRU :

A. MALE (ADULT)

104 0 A. MALE (ADULT)

1,217 0

B. FEMALE (ADULT)

12 0 B. FEMALE (ADULT)

240 0

C. MALE (JUVENILE)

0 0 C. MALE (JUVENILE)

6 0

D. FEMALE (JUVENILE)

0 0 D. FEMALE (JUVENILE)

0 0

E. *** TOTALS ***

116 0 E. *** TOTAL ***

1,463 0

DAILY AVERAGE ACTIVITY:

TOTAL ANNUAL ACTIVITY:

A. ADMISSIONS

4 0 A. ADMISSIONS

1,463 0

B. DISCHARGES

4 0 B. DISCHARGES

1,441 0

C. *** TOTAL ***

8 0 C. *** TOTAL ***

2,904 0

DATE OF LEAST ACTIVITY : DATE OF MOST ACTIVITY :

A. ADMISSIONS

1 0 A. ADMISSIONS

20 0

B. DISCHARGES

0 0 B. DISCHARGES

8

0

C. *** TOTAL ***

1

C. *** TOTAL ***

28

NUMBER OF DAYS

9 NUMBER OF DAYS

1

F2 F3 F4

F10

DELETE EXIT PRINT

NEXT

REPORT

SCREEN

LOCAL INMATE DATA SYSTEM (LIDS) Newsletter

August 2003

Page 4

***REMINDERS***

CONFINEMENTS THAT EQUAL LESS THAN ONE (1) DAY PROCEDURES

Use the following procedure when a jail has the proper committal papers to confine an inmate and the committal papers indicate hours to be confined:

9 Confinements in LIDS less than one (1) day are reflected as one (1) day.

? Example three (3) hours = one (1) day for reimbursement purposes ? We recommend that if you want to acknowledge a three-hour commitment, make note on the comment

screen that confinement time equaled three (3) hours or in inmate file recorded as one (1) day vs. three (3) hours

? Current language does not stipulate a limit on time of confinement that is reimbursable

The above procedure is located on Page 3-19 of the FY04 LIDS USERS GUIDE

AUDIT UPDATE WARRANT/COMMITMENT ORDER CONFLICT

The auditors were recently asked by a LIDS user what paperwork to use in instances where the warrant and the commitment order conflict as to the nature of the charge - state or local. The proper procedure is to follow the magistrate's directive on the commitment order since that provides the legal authority to commit the individual to jail. Audit staff verify the data found in LIDS to the commitment order when conducting on-site audits.

The warrant and commitment order should agree. If not, contact your magistrate's office to resolve the issue.

The above information is also located on Page 3-18 of the FY04 LIDS USERS GUIDE and Page 4 of the January 2003 LIDS Newsletter

MULTIPLE INTERNET SESSIONS AVAILABLE

Did you know that you have the capability to open multiple Internet sessions? That's right! All you have to do is click on the Internet Explorer icon once, then click on it again to open a new session. You can open as many sessions as necessary. This allows you work in LIDS in one session and access the Compensation Board's website or surf the Internet in another session.

LIDS REPORT CERTIFICATION AUTHORIZATION

The Compensation Board recommends that the LIDS Technician be given the authority to certify LIDS reports and they also recommend that a back up person have the same authority in the event that the LIDS Technician is unavailable to certify (i.e., vacation, sick leave, leave of absence).

If your facility requires that staff other than the appointed LIDS Technician be given authorization to certify the monthly LIDS reports, please send a written request via e-mail to: Melanie Morrison - mmorrison@scb.state.va.us or Anne Wilmoth - awilmoth@scb.state.va.us

LOCAL INMATE DATA SYSTEM (LIDS) Newsletter

August 2003

Page 5

UPDATED Reason Confined/Release Reason

`The following is an updated spreadsheet provided to give you a crosswalk from Reason Confine Codes to usable Reason Release Codes within LIDS.

The updated Reason Confined & Release Reasons are highlighted in RED. Please print the spreadsheet below and replace the spreadsheet on Pages

29 and 193 of the July 1, 2002 LIDS USERS GUIDE.

Release Reason

RC A/J 10 16 18 19 20 21 22 23 25 30 32 33 34 35 36 37 38 39 40 41 42 43 44 45 47 48 49 50 51 52 53 55 56 57 58 59 60 62 70

10 J 11 J 12 J 13 J 16 J 17 J 18 J 19 J

14 J

Y Y Y Y Y

Y Y Y

Y Y Y Y

Y Y Y Y Y Y Y Y Y

Y

Y Y Y Y Y

Y Y Y Y Y

Y Y Y

Y

Y

Y Y Y Y Y

Y Y Y Y Y

Y Y Y

Y

Y Y Y

Y

Y

Y Y Y Y Y

Y Y Y Y Y

Y Y Y

Y Y Y

Y

Y Y Y Y Y Y

Y Y Y Y Y Y Y Y Y Y

Y Y Y Y Y Y

Y Y Y Y Y Y

Y

Y Y Y Y Y Y

Y

Y Y Y Y Y Y

Y Y Y Y Y

Y Y Y

Y Y Y

Y

Y Y Y Y Y Y

Y Y Y Y Y

Y Y Y

Y Y Y

Y

Y YYYYY

Y Y Y

Y Y Y

Juvenile - Tried - Unsentenced

Y Y Y

Y Y Y Y Y Y

Y Y Y Y Y

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Y Y Y

39 J Y Y Y

63 J

Y Y Y

Juvenile Sentenced as an Adult - no pending charges

Y Y Y Y Y Y Y Y

Y Y

yY Y Y Y

Y Y

Juvenile Sentenced as an Adult - with pending charges

Y Y

Y Y

Y

Y Y Y Y Y Y Y Y Y Y Y

Y Y Y Y Y Y

10 A 11 A 12 A 13 A

14 A

20 X 23 X 26 X 29 X 35 X 36 X 37 X 42 X 48 X 76 X

50 X 53 X 56 X 59 X 62 X 87 X 89 X

70 X 71 X 72 X 73 X 74 X 75 X 78 X 79 X 80 X 85 X 90 X

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Y Y Y

Y Y

Y Y

Y Y

Y

Y Y

Adult Awaiting Trial Y Y Y Y Y Y Y Y Y Y

Y Y Y Y Y Y Y Y Y

Y

Y

Y

Y Y Y Y Y

Y

Y

Y Y Y Y Y

Y

Y Y Y Y Y Y

Y Y Y Y Y Y Y Y Y Y Y Y

Y Y Y

Y Y Y Y Y

Adult - Tried - Unsentenced

Y Y

Y Y Y Y Y Y

Y Y Y Y Y

Y Y Y

Y Y Y Y Y Y

Y Y Y Y Y Y Y Y Y Y Y Y

Adult - no pending charges

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Y Y

Y Y Y Y Y Y

Y

Y Y Y Y Y

Y Y

Y Y Y Y Y Y Y Y

Y Y Y Y Y

Y

Y Y

Y Y Y Y Y Y Y Y Y

Y Y Y Y

Y Y

Y Y Y Y Y Y Y Y

Y Y Y Y

Y Y

Y Y Y Y Y Y Y

Y Y Y Y

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Y Y Y Y Y Y Y YY Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y YY

Y Y

Y Y

Y Y Y Y Y Y

Y

Y Y Y Y

Y Y Y Y Y Y

Y Y Y

Y Y Y Y

Y Y

Y Y Y Y Y Y

Y

Y Y

Y Y Y Y Y Y

Y

Y Y Y Y Y Y Y Y

Y Y Y Y Y Y Y Y Y Y

Y Y Y Y Y Y

Y Y Y

Adult - Pending Charges

Y Y Y

Y

Y Y

Y Y

Y Y Y

Y Y Y Y Y

Y Y Y

Y Y Y

Y Y

Y Y

Y

Y

Y Y Y Y Y

Y Y Y

Y Y

Y Y

Y

Y

Y

Y

Y Y Y Y Y

Y Y Y

Y Y

Y Y

Y Y

Y

Y Y Y Y Y

Y Y Y

Y Y

Y

Y Y

Y

Y

Y Y Y Y Y

Y Y Y

Y Y

Y Y

Y

Y

Y

Y Y Y Y Y

Y Y Y

Y Y

Y Y

Y

Y Y

Y Y Y Y Y

Adult - Miscellaneous

Y Y Y

Y Y

Y Y

Y Y

Y

Y Y Y Y

Y Y Y Y Y

Y Y

Y Y

Y

Y Y

Y

Y Y Y Y Y

Y Y

Y Y

Y Y

Y

Y

Y Y Y Y Y

Y Y

Y

Y Y

Y Y

Y Y

Y

Y Y Y Y Y

Y Y Y

Y

Y Y

Y Y

Y

Y Y Y Y Y

Y Y

Y

Y Y

Y Y

Y

Y Y Y Y Y

Y Y

Y

Y Y

Y Y

Y

Y Y Y Y Y

Y Y

Y

Y Y

Y Y

Y

Y Y Y Y Y

Y Y Y

Y Y

Y Y

Y Y

Y Y Y

Y Y Y Y

Y Y Y Y Y

Y Y Y

Y Y

Y Y

Y Y

Y Y Y

Y Y Y Y

Y Y Y Y Y

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Y Y

Y

Y

LOCAL INMATE DATA SYSTEM (LIDS) Newsletter

August 2003

Page 6

The LIDS Advisory Committee first met November of 1999. The LIDS users listed below were selected from each region of the state to meet once a quarter to discuss any LIDS enhancements, modifications and or new development issues brought forth by local users. If you have any questions or concerns that you would like discussed at future committee meetings, contact the individual(s) representing your region, or contact a member of the Compensation Board staff.

1st Quarter: May

Quarterly Committee Meeting Schedule:

2nd Quarter: August

3rd Quarter: November

4th Quarter: February

FIPS 485

630

730

760

LIDS ADVISORY COMMITTEE MEMBERS

Central Region

Locality

DOC Oper. Capacity Online / Batch

Blue Ridge Regional Jail (Lynchburg) ? Debbie Hamlet

760

Online

Phone # 434- 847-3100 Ext 141 Email: dhamlet@brrja.state.va.us

Fax # 434- 847-1411

Address: 510 9th Street Lynchburg, Virginia 24504

Rappahannock Regional Jail - Patty Leonard

592

Phone # 540-288-5281

Email: pleonard@rrj.state.va.us

Fax # 540-288-5292

Address: P. O. Box 3300 Stafford, Virginia 22554

Batch

Petersburg City Jail ? Tina James-Carrier

195

Online

Phone # 804-733-2377 Ext 4130 Email: tcarrier@

Fax # 804-861-4440

Address: P. O. Box 2209 Petersburg, Virginia 23803

Richmond City Jail - Reginald Tinsley

882

Batch

Phone # 804-646-0170

Email: TinsleyR@ci.richmond.va.us

Fax # 804-646-0173

Address: 1701 Fairfield Way Richmond, Virginia 23223

FIPS 740

620

810

Eastern Region

Locality

DOC Oper. Capacity Online / Batch

Portsmouth City Jail ? Anna Earnhardt

288

Online

Phone # 757-391-3176

Email: annae@ci.portsmouth.va.us

Fax # 757-393-5181

Address: 701 Crawford St. Portsmouth, Virginia 23704

Western Tidewater Regional Jail - Jane Beamon

552

Batch

Phone # 757-539-2196

Email: jbeamon@

Fax # 757-539-6409

Address: 2402 Godwin Blvd. Suffolk, Virginia 23434

Virginia Beach City Jail ? Charlie Gray

590

Batch

Phone # 757-427-8538

Email: cgray@

Fax # 757-427-6034

Address: 2501 James Madison Blvd. Virginia Beach, Virginia 23456

LOCAL INMATE DATA SYSTEM (LIDS) Newsletter

August 2003

Page 7

FIPS 153 165 510

FIPS 590 770

LIDS ADVISORY COMMITTEE MEMBERS (Continued)

Locality

Northern Region

DOC Oper. Capacity

Online / Batch

Prince William/Manassas Regional Jail - Carol Moye

467

Phone # 703-792-6450

Email: cmoye@

Fax # 703-792-7576

Address: 9320 Lee Ave. Manassas, Virginia 20110

Batch

Rockingham County Jail ? R. Bruce Folks

208

Online

Phone # 540-564-3850

Email: bfolks@

Fax # 540-574-5006

Address: 25 South Liberty St., Harrisonburg, Virginia 22801

Alexandria City Jail ? Ron Wise

340

Phone # 703-838-4440

Email: rony.wise@ci.alexandria.va.us

Fax # 703-838-4036

Address: 2003 Mill Road, Alexandria Virginia 22314

Online

Western Region

Locality Danville City Jail ? Karen Day Phone # 434-799-5130 Fax # 434-797-8872

DOC Oper. Capacity 213

Email: kday@ci.danville.va.us Address: P. O. Box 3405 Danville, Virginia 24543

Online / Batch Batch

Roanoke City Jail - Peggy Gebauer

409

Phone # 540-853-2722

Email: PeggyGebauer@mail.ci.roanoke.va.us

Fax # 540-853-6440

Address: P. O. Box 494 Roanoke, Virginia 24003

Batch

Other Agencies:

Department of Corrections ? Felicia Berger

Phone # 804-674-3563 Ext. 1584 Email: bergerFM@vadoc.state.va.us

Fax # 804-674-3589

Address: P.O. Box 26963 Richmond, VA 23261-6963

Virginia Criminal Sentencing Commission - Dr. James Creech

Phone # 804-225-4566

Email: jcreech@vcsc.state.va.us

Fax # 804-786-3934

Address: 100 N. 9th Street Richmond, VA 23219

Phone # 804-786-0786

Alice Coe (ext. 207) acoe@scb.state.va.us

Compensation Board:

Fax # 804-371-0235

Anne Wilmoth (ext. 222) awilmoth@scb.state.va.us

Oliver Bradshaw (ext. 203) obradshaw@scb.state.va.us

Sue Kelly-Graham (ext. 220) skelly-graham@scb.state.va.us

LOCAL INMATE DATA SYSTEM (LIDS) Newsletter

August 2003

Page 8

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