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Caseload Management > Introduction to the Offender Based Information System > Flashcards

Introduction to the Offender Based Information System Flashcards

1
Q

Offender Based Information System (OBIS)

A

The Offender Based Information System (OBIS) is the Department’s computer database that contains detailed information regarding offenders. It:

• documents offender sentence
• calculates offender termination date
• tracks offender location
• facilitates case management reviews
• maintains an active listing and count of offenders categorized by type, status, location, and risk classification
• tracks investigations
• generates various reports for case management
• generates various reports for administrative use

Use the data in OBIS to manage information and account for inmates and offenders at all times. Because you use this system daily, understanding the system’s screens and reports is essential.

Understanding how to use the Offender Based Information System (OBIS) database is fundamental to your position as a probation officer. You enter information imposed by the sentencing authority; identify offender characteristics, and record historical, residential, and employment information into the OBIS database.

When you enter information accurately, OBIS will provide detailed reports that serve as a status check of all offenders in your caseload, measuring their progress.

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2
Q

Access to OBIS

A

OBIS contains vast amounts of information related to offender cases, such as confidential and health information. Depending upon their assigned job functions, authorized Department personnel have limited access in OBIS to edit or view screens. Access to specific types of offender information relates directly to the position an officer or staff member holds and the duties they perform.

Limited access provides the necessary checks and balances that ensure the confidentiality of all electronic records and serves to protect the integrity of the system. Access is limited to Criminal Justice Information Technicians (CJIT), Word Processing System Operators (WPSO), Probation and Parole Specialists (PPS), Probation Officers, Supervisors, and Administrators

All OBIS user access is password protected because OBIS stores sensitive information. The Department will assign a username to new officers at the time of hire. In order to obtain access to OBIS, you need your username to establish a password.

As an extra security measure, through the log on screen, the Department will periodically prompt you to change your password. Do not share passwords with other officers or unauthorized people such as support staff

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3
Q

OBIS Screen :

DC14

A

Overall Inmate Record

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4
Q

OBIS Screen:

IT03

A

Investigations for Offenders

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5
Q

OBIS Screen:

OP03

A

Offender COPS Obligation

OP03 0 DC#: Offender COPS Obligations Screen

Record the following information from the OP03 screen for each offender.
1. Numbers for the opened COPS obligations
2. Payee ID number for the clerk of court account
3. Payee ID number for cost of supervision account
4. Account prefix for the drug fee
5. Payee has a payment tier 1

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6
Q

OBIS Screen:

OP10

A

Offender Obligations/Payment History

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7
Q

OBIS Screen:

OT17

A

Special Conditions for Period

OT17 0 DC#: Special Condition Screen

Record the following information from the OT17 screen for each offender.
1. What type of monies are ordered
2. What the code 24 signifies
3. What date the special condition started
4. What the code 33 signifies
5. What code the urinalysis (UA) signifies
6. Conditions completed or closed, and if so how
7. Is the prefix/component the same as the active supervision’s prefix/component on the sentence structure?

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8
Q

OBIS Screen:

OT18

A

Public Service Hours Worked

OT18 0 DC#: Public Service Hours Worked Screen

Record the following information from the OT18 screen for each offender.
1. Total community service hours ordered
2. Hours to be performed per month
3. Location where hours are to be performed
4. Active prefix assigned to these hours

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9
Q

OBIS Screen:

OT20

A

Offender Sentence History

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10
Q

OBIS Screen:

OT22

A

Probation and Parole Case Sentence Structure

OT22 0 DC#: Case Sentence Structure Screen

Record the following information from the OT22 screen for each offender.
1. Supervision case number
2. Supervision offense
3. Offense code
4. Statute
5. Length of supervision
6. Beginning and ending dates of supervision
7. Date offense was committed
8. Name of sentencing judge and county

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11
Q

OBIS Screen:

OT23

A

(Personal Characteristics)

OT23 0 DC#: Offender Personal Characteristics Screen

Record the following information from the OT23 screen for each offender.
1. FDLE number and FBI number
2. Driver’s license number
3. True and alias names
4. Social Security number
5. Photo date
6. DNA draw date

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12
Q

OBIS Screen:

OT24

A

Security Threat Group Affiliation

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13
Q

OBIS Screen:

OT35

A

Employment Record Summary

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14
Q

OBIS Screen:

OT40

A

Arrest History

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15
Q

OBIS Screen:

OT70

A

Residential History

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16
Q

OBIS Screen:

OT71

A

Offender Residence (detail)

OT71 0 DC#: Offender Residence Screen

Record the following information from the OT71 screen for each offender.
1. Supervision risk level
2. Notify/begin date of residence
3. Verified date
4. Curfew hours
5. With whom the offender resides
6. Offender vehicle description
7. Type of address listed

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17
Q

OBIS Screen:

OT77

A

Referrals for Individual Needs Period Beginning MM/DD/CCYY

OT77 0 DC#: Referrals for Individual Needs Screen

Record the following information from the OT77 screen for each offender.
1. Goal set by the offender
2. Date this goal was set
3. When this goal was accomplished?
4. Name of provider
5. Status of the goals set

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18
Q

OBIS Screen:

PP01

A

Probation and Parole Record

19
Q

OBIS Screen:

PP02

A

Gain/Loss/Status History

20
Q

OBIS Screen:

PP04

A

Offender Classification System

21
Q

OBIS Screen:

PP11

A

Officer Caseload

22
Q

OBIS Screen:

PP36

A

Officer Contact by Caseload (Contact)

23
Q

OBIS Screen:

PP43

A

Weekly Contacts by Officer

24
Q

OBIS Screen:

PP70

A

Referral/Treatment Summary

PP70 0 DC#: Offender Referral/Treatment Screen

Record the following information from the PP70 screen for each offender.
1. Referral date
2. Type of treatment listed
3. Begin date of treatment
4. Name of vendor providing the treatment
5. Evaluation date
6. What is the code that signifies the treatment type?
7. Is the prefix/component the same as the active supervision’s prefix/component on the sentence structure?

25
Q

OBIS Screen:

PP73

A

Offender Drug Test History

26
Q

OBIS Screen:

PP76

A

Offender Contact History

PP76 0 DC#: Offender Contact History Screen

Record the following information from the PP76 screen for each offender.
1. Contact type for office personals (offender visiting the office)
2. Type of contact HPV represents
3. Position number of the officer who made an OP contact
4. Contact type and default comment to be used
5. Indication that signifies a comment has been entered on a contact entry

27
Q

OBIS Screen:

PP79

A

Offender Contact/Comment Summary

28
Q

OBIS Screen:

PP89

A

Caseload Management—Active Cases

29
Q

OBIS Screen:

PP90

A

Offender Detailed Case Review—Active Cases

30
Q

OBIS Screen:

RA06

A

Conditional Release Events

31
Q

OBIS Screen:

RA30

A

Addiction Recovery Supervision Events

32
Q

Standard screen transactions

A

Standard screen transactions follow the four-character designation, including:
0—View only (no additions, changes, or deletion capabilities)
1—Add (new record)
2—Edit/update

It is best to navigate through the system by using the tab key to move the cursor on the screen. You can also navigate through these screens by using functions keys, such as F1, and a prompt will appear at the bottom of the screen

33
Q

Initial Intake Screens:

Personal Characteristics

A

contains mandatory information about an offender, such as:

• true name, birth name, aliases
• identifying marks, scars, or tattoos
• date of birth, place of birth
• sex, race, weight, height, eye and hair color, skin tone, body build
• religion, marital status, education level, citizenship status, language
• date of last photo, proof of DNA submission
• Social Security number, driver’s license number, FBI number, and Florida’s State Identification number (SID) or FDLE number

34
Q

Initial Intake Screens:

Special Conditions

A

lists special conditions for each period of an offender’s supervision. OBIS monitors the completion of these conditions. Examples of special conditions include:

• no contact with victim
• substance abuse or mental health treatment
• no alcohol use or possession
• a curfew
• community service hours
• restitution
• education requirements

35
Q

Initial Intake Screens:

Residential History

A

provides an offender’s current address, temporary or emergency address, vehicle information, email addresses, other residents in the home, gate codes, and phone numbers. You can also enter directions to the offender’s residence or record safety information, such as animals in the residence

36
Q

Initial Intake Screens :

Employment Record

A

records an offender’s employment status and historical employment records. It also displays various statuses, including unemployed, student, retired, and disabled. You can view the employer name, address, phone number, and immediate supervisor on this screen. It is mandatory to input monthly salary, as this will affect the classification screen(s)

37
Q

Initial Intake Screens:

Referral/Treatment

A

displays current and prior treatment records for an offender. This screen displays any referrals or treatment currently enrolled in, facility attended, and the treatment status. This data is confidential health information

38
Q

Initial Intake Screen:

Individualized Supervision Plan

A

displays the offender goals and objectives, including anticipated deadlines. It documents the plan and identifies court-ordered requirements and personal goals to encourage offender self-sufficiency

39
Q

Initial Intake Screens:

Community Service

A

allows you to enter the offender’s required community service hours. It also provides a method for entering and tracking the number of completed and remaining community service hours, including approved work sites

40
Q

Initial Intake Screens:

Court Ordered Payment

A

allows you to verify that the account information was entered correctly by listing the various monetary obligations the offender is responsible for during supervision

41
Q

Initial Intake Screen:

Offender Contact History

A

allows you to enter contact information with or about an offender, providing documentation of offender supervision history. This is an entry screen for codes as well as text

42
Q

OT36

A

OT36 0 DC#: Offender Employment/Campus Screen

Record the following information from the OT36 screen for each offender.
1. Date offender notified officer of employment
2. Name of employer or school attending
3. Monthly income
4. Name of offender’s supervisor
5. Offender’s primary duty
6. Date officer notified the offender’s supervisor of their supervision

43
Q

OBIS Reports

A

Officers use OBIS screens to generate reports, which assist them in supervising offenders and assist supervisors in monitoring officer performance. These reports filter large amounts of data to provide an overview of your caseload.

For example, one report can identify all offenders with missing residential addresses. Officers and supervisors use these to monitor due dates and completion of assigned tasks. OBIS reports can generate information related to a single offender or a report for a specific type of information on all offenders within your caseload, such as offender:

• residences
• characteristics
• employment
• treatments
• special conditions of supervision

Caseload Management (12 decks)

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