Report 2010-118 Recommendations and Responses in 2012-041

Report 2010-118: California Prison Industry Authority: It Can More Effectively Meet Its Goals of Maximizing Inmate Employment, Reducing Recidivism, and Remaining Self-Sufficient

Department Number of Years Reported As Not Fully Implemented Total Recommendations to Department Not Implemented After One Year Not Implemented as of Most Recent Response
California Department of Corrections and Rehabilitation 1 3 3 3
California Prison Industry Authority 1 9 3 3

Recommendation To: Corrections and Rehabilitation, Department of

To improve the reliability of employment data contained in CalParole, Corrections should ensure that parole agents correctly follow procedures related to populating the data fields of and maintaining CalParole.

Response

Please see Attachment #1, for the specific text pertaining to employment data within the policy memoranda entitled, “Timely and Accurate Updating of Cal Parole” (CalParole) and “Division of Adult Parole Operations Parole Performance Index” (PPI).

Policy 12-XX, Timely and Accurate Updating of CalParole

Current status: Pending clarification to one non employment related component and will be submitted for final review as soon as possible. Upon DAPO Director (A) signature, a “Notice of Intent to Implement” package will be submitted to the Office of Labor Relations, initiating the 30-day notice period for labor union review and comment. Once the 30 day period and any subsequent negotiations have been completed, this policy will be issued along with the related PPI policy shown below.

Policy 12-XX, Division of Adult Parole Operations Parole Performance Index

Current status: Pending final review and DAPO Director (A) signature. Once it has been signed this policy will be ready to issue with the CalParole policy.

These two policies are related and will be released together on or before December 31, 2012.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: December 2012
  • Response Date: November 2012

Recommendation To: Corrections and Rehabilitation, Department of

Supervisors of parole agents should conduct periodic reviews of parolee files to verify whether employment fields are completed appropriately and whether employment is documented adequately.

Response

The two policy memoranda provided as the response to Recommendation #1 also apply to #2. The implementation status is shown below, duplicated from Recommendation #1.

Please see Attachment #1, for the specific text pertaining to employment data within the policy memoranda entitled, “Timely and Accurate Updating of Cal Parole” (CalParole) and “Division of Adult Parole Operations Parole Performance Index” (PPI).

Policy 12-XX, Timely and Accurate Updating of CalParole

Current status: Pending clarification to one non employment related component and will be submitted for final review as soon as possible. Upon DAPO Director (A) signature, a “Notice of Intent to Implement” package will be submitted to the Office of Labor Relations, initiating the 30-day notice period for labor union review and comment. Once the 30 day period and any subsequent negotiations have been completed, this policy will be issued along with the related PPI policy shown below.

Policy 12-XX, Division of Adult Parole Operations Parole Performance Index

Current status: Pending final review and DAPO Director (A) signature. Once it has been signed this policy will be ready to issue with the CalParole policy.

These two policies are related and will be released together on or before December 31, 2012.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: December 2012
  • Response Date: November 2012

Recommendation To: Corrections and Rehabilitation, Department of

As Corrections prepares to move CalParole data into the Strategic Offender Management System (SOMS), it should modify existing employment-related fields and add to SOMS new fields that are currently not available in CalParole so that Corrections can minimize the opportunity for erroneous data entries and make employment data more reliable.

Response

The CalParole database was modified in May 2012, providing much more detailed employment data capture. (See Attachment 2) The specific employment data fields in the CalParole enhancements are described in the CalParole policy. (See Attachment 1).

The Offender Based Information System (OBIS) will be officially be retired within the next year, at which time DAPO staff will no longer be required to make dual entries into both the CalParole database and OBIS. In coordination with the timing of the OBIS retirement, DAPO staff will be trained on the SOMS external movement processes and will be granted limited user access. The SOMS training for all DAPO staff will commence statewide, no later than July 2013.

The SOMS project is exploring options to modify the system to enable data import directly from CalParole into SOMS. Necessary contract amendments are currently being negotiated with Hewlett Packard Corporation and, as a result, the SOMS project is unable to provide a determinate timeline for full deployment.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: June 2013
  • Response Date: November 2012

Recommendation To: Prison Industry Authority

To ensure that it has a uniform set of inmate assignment standards, CALPIA should continue its efforts to issue regulations and complete the amendment of Corrections' operations manual. It should then work with Corrections to implement the changes to the inmate assignment criteria and the assignment process when the regulations take effect.

Response

CALPIA filed Inmate work/Training and Education Regulations with OAL for final review on September 14, 2012. Once approved, CALPIA will work with the Department of Corrections and Rehabilitation to implement the new policy.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: January 2013
  • Response Date: September 2012

Recommendation To: Prison Industry Authority

CALPIA should maintain the source documentation used in calculating the savings it brings to the State as well as ensure that an adequate secondary review of its calculation occurs.

Response

CALPIA is maintaining all source documentation in hard copy in a reference binder. In addition, CALPIA has nearly completed an updated calculation methodology with a detailed International Organization for Standards (ISO) 9001:2008 format work instruction. The work instruction will go through an interagency review before it is finalized. The calculation will be checked annually by CALPIA's external auditor.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: November 2012
  • Response Date: September 2012

Recommendation To: Prison Industry Authority

It should also qualify its savings by stating that employment at CALPIA enterprises may be just one of several factors that contribute to the lower recidivism of its inmates.

Response

CALPIA's annual savings calculation is made in its Annual Report to the Legislation in February. CALPIA will acknowledge that other factors may have impacted the recidivism rates used in the savings calculation, although no other factors have been found.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: February 2013
  • Response Date: September 2012

Current Status of Recommendations

All Recommendations in 2012-041