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PROJECT REQUIREMENTS DOCUMENT

Project Name: South Carolina Statewide VINE/SAVIN


Department: Professional Services
Project Manager: Adam Highley
Date: April 25, 2008
South Carolina Statewide VINE/SAVIN Project

PURPOSE OF THE DOCUMENT..........................................................................3

PROJECT OBJECTIVE.........................................................................................3

PROJECT SCOPE.................................................................................................3

ASSUMPTIONS......................................................................................................4

CONSTRAINTS AND RISKS.................................................................................4

MAJOR PROJECT MILESTONES........................................................................4

PROJECT ROLES AND RESPONSIBILITIES......................................................5

REQUIREMENTS...................................................................................................8

AGENCY LIST......................................................................................................14

DOCUMENT REVISION HISTORY......................................................................16

APPROVAL SIGNATURES (ACTUAL SCANNED SIGNATURES LOCATED PG 15) 16

ISSUES REQUIRING FURTHER DISCUSSION.................................................17


South Carolina Statewide VINE/SAVIN Project

PURPOSE OF THE DOCUMENT


In order to meet the needs and expectations of the state of South Carolina, it is imperative that
the Appriss project team has a clear and defined set of business requirements to follow. The
purpose of this document is to outline and prioritize the functional and non-functional
requirements for the South Carolina statewide VINE/SAVIN implementation.

PROJECT OBJECTIVE
Implement the VINE system statewide in South Carolina to provide victims immediate access to
offender information and the ability to be notified when an offender’s custody status has
changed.

PROJECT SCOPE
To achieve the project objective, Appriss Inc. will implement the VINE/SAVIN system as
described in this section.

For each of the 59 South Carolina agencies (including SCDPPP), offender data will be analyzed,
mapped, and interfaced to the Appriss Notification Center database in Louisville, KY and made
ready for inbound calls, internet queries, and outbound victim notifications. The specific South
Carolina agencies involved are listed in the Agency List section of this document. Please note
that third party vendor costs associated with developing the initial interface are the responsibility
of Appriss.

This project will provide crime victims a toll-free number with the capability to search for an
offender and obtain the offender’s current status. The caller can also register for notification of
offender status changes. Live operator support will also be made available on a 24 / 7 basis in
English and Spanish. Callers requiring assistance can simply press ‘0’ to be connected with a
specially trained individual who will guide them through the information retrieval and
registration process.

Additionally, the project includes VINELink, a web-based internet application that gives the
crime victim the capability to search on-line for an offender and obtain the offender’s current
status. The victim can also register on-line for notification of offender status changes.

Included in this project is the activation of VINEWatch, a secure web-based tool that allows the
agency to register victims for notification. This site also provides statistics and audit reports on
all notification calls that the system processes. Every contact to a victim made by the VINE
system is logged to provide assurance of the system’s performance.

Outbound notifications to registered victims will occur on status changes of an offender.


Notifications can occur via e-mail, telephone (TTY/TDD) or letter.

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ASSUMPTIONS
Identified assumptions include:
• All necessary data elements required for VINE will be available to ensure timely
completion of milestones/deliverables.
• Appropriate agency staff will be available for defining, testing, and verification efforts.

CONSTRAINTS AND RISKS


Potential constraints and risks to the successful completion of the South Carolina State
VINE/SAVIN Project include the following:
• Booking systems at all of the agencies have not been identified. Questionnaires are sent
to every agency after the kickoff meeting to request this information from each agency.
The assessment of the booking systems is a prerequisite to begin the interface work for
VINE development. These will be coordinated with Stephanie Cassavaugh the Program
Manager for South Carolina.
• The Department of Correction facilities have historically been a challenge to implement
and or convert in each state. The constraint associated with implementing a DOC is due
to its size and new interface required. Appriss and the SC DOC will work together to
meet the expected deadline of November 30, 2009.
• South Carolina’s Probation, Parole and Pardon Services will be implemented during the
same time period as the Department of Corrections (11/30/09).

MAJOR PROJECT MILESTONES


Milestone Completion Date

Contract signed by South Carolina Department of


04/02/08
Corrections

Project Kickoff Internal 4/16/08

Project Kickoff External 5/14 -5/15

Deploy 1st Two Agencies to Production* 7/31/08

* Agency implementation schedule to be developed at a later date.

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PROJECT ROLES AND RESPONSIBILITIES

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Role Named Responsibility


Project Charles Senior manager who is the principal stakeholder; has made the
Sponsor Higginbotha commitment and has the authority to resolve major project issues and
m approve project expenditures, plans, and organization; is ultimately
responsible for delivering the project objectives. Helps resolve project
Appriss, Inc. issues, and escalates issues as necessary. Participates in status meetings
with the Project Manager. Reports project status to upper management
on a scheduled basis.
Project Adam Serves as the focal point for coordinating project activities with the
Manager Highley Project Sponsor. Establishes and manages the detail work plan, tracks
progress, and reports status against the work plan. Manages project
Appriss, Inc. scope. Maintains project communications; maintains issues and risk
registers; reviews the project progress with the Project Sponsor during
scheduled status meetings. Administers Project Change Control with
Project Sponsor. Prepares and submits status reports to the Project
Sponsor outlining project status, significant accomplishments, identified
problems, and recommendations for corrective action.
Customer Stephanie Serves as the agency Subject Matter Expert (SME). Possesses in-
Contact Cassavaugh Department knowledge of the application features and functions and
South Carolina agency’s day-to-day operations. Assists in gathering detailed
Department of requirements for developing the project requirements. Assists team
Corrections members with specific business knowledge issues.

Product Tim Bingham Possesses in-Department knowledge of the application features and
Manager functions. Receives detailed requirements from the project team and
Appriss, Inc.
works them into Requests for Enhancements (RFE) and the appropriate
releases after working with the directors in development for scheduling.
Account Mona Serves as the customer liaison during and after project implementation.
Manager Mallory Ensures all stakeholders (customer, customer's staff, other state agencies,
professional organizations, and community/advocacy organizations) are
Appriss, Inc. adequately trained and able to effectively use the service to its fullest
potential. Develops and initiates programs for the project to build
support and awareness throughout the customer's community. Maintains
customer contracts, including appropriate renewal communications,
addendums, and change orders.
Implementation Monica Designs and implements interfaces with agency equipment by analyzing
Watson requirements, providing solutions, testing new and existing application
Analyst Lead
solutions, designing software scripts and overseeing the overall
Appriss, Inc. implementation of the product. Participates in the development of
producer/customer automation solutions. Provides problem solving and
technical expertise in the design, development, testing and deployment
of business applications.

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Role Named Responsibility


Human Factors Jeanne Harris Responsible for script design, audio development, and usability testing
Analyst of the Voice User Interface for the project (VUI development). Applies
Appriss, Inc.
an in-depth knowledge and understanding of human communication
capabilities and limitations to produce effective user-friendly systems in
those languages supported by the project. Works with the Project
Manager, Customer Contact, and Implementation Analyst to determine
the project’s call flow, script logic, and script content (telephony and e-
mail). Coaches Appriss’ recording talent to properly pronounce and
clearly convey the script. Makes recommendations and provides
translations to Account Management for brochures/print materials.

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REQUIREMENTS
The requirements should be prioritized with respect to their importance to the users. Requirement
priorities are defined as:

High – The application cannot function properly without this requirement.


Medium – The efficiency of the application would be greatly improved by this requirement.
Low – This feature would be nice to have; it may consist of cosmetic changes, non-critical
inquiries, or other non-critical updates.

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Req. # Requirement Description Priority

1 1-TBD (1-TBD) phone line with Operator Assistance - 24x7 High


 Callers can search for an offender and custody status via phone
keypad
 Callers can register for notification of an offenders status via phone
keypad
 Callers will be able to talk to a live operator for assistance.
NOTE: Please ensure that the phone number is correct and is
communicated to Human Factors, Account Management and
the Implementation Analyst.
2 VINELink High
Public web site (www.vinelink.com) which victims can use to search for
and register for notification against offenders populated in the Vine
System.
3 VINEWatch High
An agency tool used to retrieve predefined reports, print notification
letters, locate offenders, and register victims.
4 Emergency Override Line (EOL) High
Available to an agency via telephone keypad and VINEWatch when
event data cannot be transferred. The following events can be enacted
via the EOL:
 RELEASE of an offender
 REBOOK an offender
 CANCEL an active notification to a specific telephone number.
 BLOCK information about a specific offender. Registrations
and notifications are also blocked.
 UNBLOCK a previously blocked offender.
5 Languages Supported in VINE for South Carolina: High
• English
• Spanish

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Req. # Requirement Description Priority

6 Inbound Call High


- Search Options
Primary Search Options:
1. Offender Number
Secondary: Offender Name or Alias
2. Offender Name or Alias
Secondary: Date of Birth

Secondary Search Options listed above are presented to the


caller when multiple offenders are found in the database using
the primary search option.
7 Inbound Call High
- Information Provided to caller
 Offender custody status
 Location of offender (including facility, address, and phone
number)
 Sentence expiration date (only for DOC when available)
 Scheduled release date (only for DOC when available)
 Useful information messages (up to 90 seconds)
8 Inbound Call High
- Victim registration for notification.
Caller can register a telephone number and verification PIN for
call notification.

Registration methods:
 Phone
 Operator
 TTY/TDD
9 VINEWatch High
- Victim registration for notification
• Agency can register a victim’s telephone number and
verification PIN for call notification.
• Create a victim profile.

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Req. # Requirement Description Priority

10 VINELink High
- Search Options
1. Name (Date of Birth and Age are optional additional
selection criteria.)
2. Offender Identification code
11 VINELink High
- Information provided to web user (when available)
 Offender name
 Offender Identification Number
 Date of birth
 Race
 Gender
 Custody Status
 Agency name
12 VINELink High
- Victim registration for notification
Victim can register a telephone number and verification PIN or
an email address for notification.

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Req. # Requirement Description Priority

13 Outbound Notification High


Trigger to notify registered victims via their selected notification
method(s) when an offender custody status changes
- Change of Custody Status
 “In Custody” to “Out of Custody” reasons, if available:
1. General Release
2. Escape
3. Death
4. Other
 “In Custody” to “Unsupervised Custody” reasons, if available:
1. General unsupervised custody
2. Home incarceration
3. Other
 Transfer of offender to another facility or jurisdiction. If
available, the new housing location is given. Notification is
delayed 8 hours during these transfers.
 Advanced release notification. Additional notification is made
for actual release. (This option only available for DOC.)
Information provided includes, if available:
 Scheduled Release Date
 Sentence Expiration
 Return to Supervised Custody (used when offender escapes and
is rearrested and returned to the custody of the agency.)

14 Outbound Notification Methods High


• Phone
• TTY
• Email
• Letter
15 Appriss shall provide a system to notify the participating agency after High
three (3) unsuccessful attempts to reach the registered victim

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Req. # Requirement Description Priority

16 Data Collection High


 Appriss will work with criminal justice vendors and South
Carolina Department of Corrections to develop an interface to
the local criminal justice systems to obtain required data
elements for the VINE System.
 Offender information will be collected from the booking
systems of the local jail every 15 minutes, 24 hours per day, 7
days per week.
 Offender information will be collected from the Department of
Corrections Management system on a schedule to be determined
by Appriss and the South Carolina Department of Corrections.
 Appriss will provide connectivity necessary to download the
required data from each agency’s booking system every fifteen
minutes to the VINE Data Center in Louisville, KY. Please note
that third party vendor costs associated with developing the
initial interface are not the responsibility of Appriss.
17 Data Archive Medium
 Offender records will be archived from the VINE database four
weeks after the offender has been released from custody.
 Victim Records will be archived from the VINE database when
the associated offender has been archived.
18 Data Re-Synchronization High
A process will be developed that will provide reconciliation of VINE
and agency booking system data in the event of an extended outage.
19 Promotional Materials Medium
- Annual supplies: TBD
The Appriss Account Manager will work with the South Carolina team
to design these materials to meet your specific needs. Your annual
quantities will be divided into English and Spanish versions as specified
by South Carolina.
20 Training High
6 regional trainings will be provided by Appriss.
21 Script High
Please see the attached document titled South Carolina State VUI
Messaging Document.
22 The participating agencies must have the capability to stop a notification High
call to a particular individual or registered victim

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Agency List
Abbeville County Detention Center
Aiken County Center
Allendale County Jail
Anderson County Detention Center/Prison Camp
Bamberg County Detention Center
Barnwell County Detention Center
Beaufort County Detention Center
Berkeley County Detention Center
Charleston County Detention Center
Cherokee County Detention Center
Chester County Detention Center
Chesterfield County Detention Center
Clarendon County Detention Center
Colleton County Detention Center
Darlington County Detention Center
Dillon County Detention Center
Dorchester County Detention Center
Edgefield County Jail
Fairfield County Detention Center
Florence County Detention Center/Prison Camp
Georgetown County Detention Center
Greenville County Detention Center
Greenwood County Detention Center
Hampton County Jail
Horry County Detention Center/Prison Camp
Jasper County Detention Center
Kershaw County Detention Center
Lancaster County Detention Center
Laurens County Detention Center
Lexington County Detention Center
Marion County Jail
Marlboro County Detention Center
McCormick County Detention Center
Newberry County Detention Center
Oconee County Detention Center
Orangeburg-Calhoun Regional Detention Center
Pickens County Jail
Richland County Detention Center/Prison Camp
Saluda County Jail
Spartanburg County Detention Center-Main Facility

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Sumter-Lee Regional Detention Center/Prison Camp


Union County Jail
Williamsburg County Jail
York County Detention Center/Moss Justice Center
Prison Camps not under jurisdiction of the County Detention Center
Abbeville County Prison Camp
Charleston County Prison Work Camp
Chesterfield County Prison Camp
Darlington County Prison Camp
Greenville County Prison Camp
Marion County Prison Camp
Pickens County Prison Camp
Union County Prison Camp
York County Prison Camp
City Jails
Anderson City Jail
Rock Hill City Jail
TBD
TBD
State Agencies
South Carolina Department of Corrections
South Carolina Department of Probation, Parole and
Pardon Services

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DOCUMENT REVISION HISTORY


Version Date Changes Updated By
1.0 4/29/08 Original document A. Highley
Revised: modified # 17 to reflect 4 weeks
1.1 5/05/08 of Offender records will be archived. And A. Highley
add DOC and DPPPS to the agency list.

APPROVAL SIGNATURES (actual scanned signatures located pg 15)


Print Name Signature Title Date
Stephanie Cassavaugh Stephanie Cassavaugh Program Manager, SC 5/08/08
Via FAX on 5/8/08 Victim Services for the
DOC

Charles Higginbotham Charles Higginbotham Manager, Projects 5/08/08


Appriss, Inc.

Adam Highley Adam Highley Project Manager 5/08/09


Appriss, Inc.

By signing above, the users indicate agreement with the contents herein, and confirm that the
Appriss project team has identified the requirements necessary to deliver the needed project
objectives. This approved document explains the requirements for Appriss, and records the
expected deliverables of this application for the users.

Signing this by no means excludes the project team or the users from identifying new
requirements up until the application is installed. Any additional project requirements, however,
may affect the development time needed to complete the application, which may result in the
deadline being extended. In this event, the project team and the users must agree on the extended
deadline, and sign a Change Control Document. If the additional needs for the system will
seriously affect the scope of the project and the deadline, and if the deadline is not flexible, the
additional requests may warrant an entirely separate project or request not covered by this
document.

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ISSUES REQUIRING FURTHER DISCUSSION


Use this section to record any additional requirements/issues not included in this document that
come up in the sign-off meeting. The Appriss project team and the users must decide together if
these issues need to be included in the scope of the project. If both parties agree that these issues
are to be included, a Project Change Control Document must be prepared and signed.

1.
2.
3.
4.

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