Introduction to the Offender Based Information System Flashcards
Offender Based Information System (OBIS)
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.
Access to OBIS
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
OBIS Screen :
DC14
Overall Inmate Record
OBIS Screen:
IT03
Investigations for Offenders
OBIS Screen:
OP03
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
OBIS Screen:
OP10
Offender Obligations/Payment History
OBIS Screen:
OT17
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?
OBIS Screen:
OT18
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
OBIS Screen:
OT20
Offender Sentence History
OBIS Screen:
OT22
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
OBIS Screen:
OT23
(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
OBIS Screen:
OT24
Security Threat Group Affiliation
OBIS Screen:
OT35
Employment Record Summary
OBIS Screen:
OT40
Arrest History
OBIS Screen:
OT70
Residential History
OBIS Screen:
OT71
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
OBIS Screen:
OT77
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
OBIS Screen:
PP01
Probation and Parole Record
OBIS Screen:
PP02
Gain/Loss/Status History
OBIS Screen:
PP04
Offender Classification System
OBIS Screen:
PP11
Officer Caseload
OBIS Screen:
PP36
Officer Contact by Caseload (Contact)
OBIS Screen:
PP43
Weekly Contacts by Officer
OBIS Screen:
PP70
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?
OBIS Screen:
PP73
Offender Drug Test History
OBIS Screen:
PP76
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
OBIS Screen:
PP79
Offender Contact/Comment Summary
OBIS Screen:
PP89
Caseload Management—Active Cases
OBIS Screen:
PP90
Offender Detailed Case Review—Active Cases
OBIS Screen:
RA06
Conditional Release Events
OBIS Screen:
RA30
Addiction Recovery Supervision Events
Standard screen transactions
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
Initial Intake Screens:
Personal Characteristics
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
Initial Intake Screens:
Special Conditions
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
Initial Intake Screens:
Residential History
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
Initial Intake Screens :
Employment Record
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)
Initial Intake Screens:
Referral/Treatment
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
Initial Intake Screen:
Individualized Supervision Plan
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
Initial Intake Screens:
Community Service
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
Initial Intake Screens:
Court Ordered Payment
allows you to verify that the account information was entered correctly by listing the various monetary obligations the offender is responsible for during supervision
Initial Intake Screen:
Offender Contact History
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
OT36
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
OBIS Reports
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
