Juvenile On-Line Tracking System (JOLTS)

JOLTS is a juvenile offender case-based management system currently being operated by the Oklahoma Office of Juvenile Affairs.

JOLTS links the judiciary, district attorneys, juvenile detention centers, youth services agencies and shelters, juvenile institutions/group homes, Juvenile Bureaus and Office of Juvenile Affairs personnel into a communications network to allow entry and inquiry access to a statewide database which follows a juvenile from initial arrest or referral to the juvenile justice system through diversionary programs and/or court processing and placement.

Initiating Events

Several events have occurred which have driven the development of a management information system for juveniles:

Juvenile Law Task Force

Finding: Develop a Management Information System

Terry D. Panel Review and Report

Recommendation: Develop a system for tracking juveniles statewide.

House Bill 1761

Mandate: Implement a comprehensive case-based Management Information System with designated agencies by July 1, 1995.

Senate Joint Resolution 1038

Mandate: Implement a Management Information System by July 1, 1994.

Oklahoma Children's Initiative

Required: Implement a Management Information System by July 1, 1995 through achieving interim milestones.

The Technology

The JOLTS data and database currently reside on an IBM AS/400 located within the Office of Juvenile Affairs, Management Information Systems Division.. The current platform is an IBM AS/400, Model 9406-730 CPU with 3 Gigabytes main storage, 80 gigabyte DASD Raid-5. The operating system is AS/400 Version 4, Release 4. COBOL for the AS/400 is the primary application development language. The data security system is internal to the AS/400. This configuration is supporting over 800 PC's  across the state, in 180 physical locations.  Currently all data communications within OJA has migrated to the TCP/IP protocol. Some locations are still utilizing a direct connection to the Department of Human Services which allows an SNA connection between the DHS IBM Mainframe system and JOLTS. 

Youth Services Component

There are 41 youth services centers across the state, serving multiple-county catchment areas. These agencies offer a wide variety of services and shelter care and are funded by a mixture of local, state and federal sources.

The design includes functionality to allow youth services agencies to track services provided to youth regardless of funding source. There is a single juvenile file which contains basic information about the youth as well as information about services provided, funding source and staff assignments. Reports may then be produced by the system, customized to meet funding source requirements.

All 41 agencies were implemented on JOLTS as of July, 1996. 

System Support

Help Desk. The users of the JOLTS system have access to Help Desk support from 8:00 a.m. to 5:00 p.m. on regularly scheduled work days. The Help Desk provides assistance on problems with hardware, PC software and JOLTS software The Help Desk can be accessed locally in the Oklahoma City area at (405) 530-2840 or statewide through use of a toll-free number, 1-800-458-1632.

JOLTS Experts. Each of the 11 JSU districts in the state and the Juvenile Bureaus, select one or two users to be a JOLTS Expert. These Experts attend frequent training to learn more about the software, the hardware and the future plans for the system. Experts are provided with a higher and more detailed level of training than the average user, including hardware configuration troubleshooting and training/assistance techniques. Their expertise in the field greatly reduces the need for on-site assistance from State Office personnel. They serve as the "Help Desk" and the "eyes and the ears" across the state. Users are able to ask an expert for assistance while also being free to call the Help Desk at any time.

Law Enforcement Access

On November 14, 1995 a link was established between JOLTS and OLETS (Oklahoma Law Enforcement Telecommunications System). This link allows law enforcement agencies across the state to access current information about juvenile offenders and their criminal offense histories. This link, the first of its kind in the United States, is the first of many such links the JOLTS system is planning in the near future.

Individualized Service and Treatment Plan (ISP)

The Individualized Service and Treatment Plan is a component providing a uniform system through which service and treatment plans can be created and maintained according to the policy and procedures of the OJA. One distinct feature inherent to this on-line ISP component is the idea that each client will have one, and only one, individualized service plan. This single plan will be shared by the various service entities and will follow the clients throughout their tenure with the juvenile justice system. including the Juvenile Services Unit, Youth Services, residential and institutional facilities, and others. Because the JOLTS network connects OJA's Juvenile Services Unit with law enforcement, the judiciary, offices of the District Attorney, youth services agencies, and to a growing extent, residential and institutional facilities, duplication of effort will become greatly reduced while continuity-of-care is vastly improved.

The individualized treatment and service plan is a comprehensive outline of each client's personal history, the services and programs in which they are engaged, and measurable goals upon which success is rated. This component represents documentation of a process which, among other things, includes assessment of the youth and family's strengths, needs, environment, and available resources. Included is documentation of efforts made by the juvenile justice system to direct individuals toward a state of well-being while simultaneously considering the best interest of the public. Integral elements of the component include the service plan itself, casework management functions, which will forecast upcoming deadlines for review or reassessment, electronic storage of the official documents, and various levels of auditing reports, which will provide statistical data related to timely completion of the associated processes. The enhanced ability to record a history of the services provided to the youth, along with the demographic, referral, court, and placement information previously available in the system, allows for culmination of statistical data that will directly tie the effectiveness of a particular service or plan of services to any one of numerous factors, such as, recidivism, level of risk, placement locale, etc. Information such as this should prove invaluable when making planning and budgeting decisions.

Link with the Department of Corrections

In November of 1996, the Office of Juvenile Affairs granted on-line inquiry access to the Department of Corrections. Juvenile record information may be accessed for all current and incoming inmates in the state corrections system.

Link with Child Welfare Information

Currently JOLTS and the DHS - KIDS (Child Welfare System) have the capabilities to query each system. Because of the close relation between OJA and DHS, this link provides data sharing capabilities which allow systems to populate each other based upon queries initiated by child welfare and juvenile service workers.

Need More Information Regarding OJA's Juvenile On-line Tracking System?

To receive more information about the JOLTS system, call  the Management Information Systems Division of the Office of Juvenile Affairs at 1-800-458-1632 or (405) 530-2840. You may also send an email request to mis@oja.state.ok.us

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Last updated 3/26/01 by the Office of Juvenile Affairs