To address the erroneous sentencing information and inappropriately assigned convictions in its data system, Corrections should complete its cleanup of data that will be transferred into the new system, ensuring that this review includes a detailed evaluation of convictions that have been assigned outdated sentencing information as well as deleting erroneous sentencing information, before it begins using its new data system.
The Division of Adult Institutions Case Records staff have completed the review and made corrections that were identified by EIS/SOMS from the time of OBIS conversion to SOMS back in 2014. EIS/SOMS completed their portion of the action plan in August 2013. This recommendation has been fully implemented and no further corrective action is necessary.
As reported in October 2013, the EIS/SOMS portion of the action plan has been complete since August 2013. Efforts are continuing by the Division of Adult Institutions (DAI) Case Records staff to work through data identified as needing review and correct.
Although Corrections indicates its status as fully implemented its response indicates that efforts are continuing by case records to work through data identified as needing review and correction.
As reported in October 2013, the EIS/SOMS Sentence Calculation module and SOMS statute table has been complete since August 2013. Efforts are continuing by the Division of Adult Institutions' (DAI) Case Records staff to work through data identified as needing review and to correct during conversion.
Corrections response indicates that efforts are continuing by its case records staff to work through data identified as needing review and to correct during conversion.
SOMS Update - The SOMS statute table, formerly known as the OBIS Offense Edit Table, has been updated by correcting outdated information and adding new statute codes that were missing. As a result, CDCR can now enter offenses and enhancements into SOMS that were previously placed in the comments field in OBIS.
The Sentence Calculation module of the SOMS project was implemented in August 2013. The module includes an automated sentence calculator which reduces human error and provides uniformity of sentencing and crediting and loss of credit business rules.
Before and during the Sentence Calculation deployment, legacy system data continues to be reviewed and compared to the calculator for accuracy.
As part of the data conversion process, inaccurate data was identified and corrected prior to loading OBIS data into SOMS. Reports of identified problems were generated and sent out to institution Records offices for cleanup.
A tremendous amount of testing was completed over a period of approximately six months by a team of seven full time staff using the cleansed data to ensure results of the application were correct and could be relied upon.
The EIS/SOMS team will continue to perform data analysis and assist in correcting data issues identified and approved by the Case Records Unit. Several clean-up activities are in process including, a complete review and update of the Offense Edit Table, removal of offense codes with no inmate data and clean up of codes that we placed in comment fields and now are available in data fields. The Sentence Calculation module of the SOMS project is currently scheduled for deployment in the Spring of 2013.
Agency responses received after June 2013 are posted verbatim.