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Frequently Asked Questions

  1. What is CJ-UCM?
    CJ-UCM stands for Criminal Justice Unified Case Management System. It is a centralized case management system utilizing NIEM best practices that contains a single instance of core offender data serving as the basis on which additional modules are built for departmental specific needs and requirements. In addition, this system has built-in capabilities for automated data exchange with Pennsylvania’s Court System, Department of Corrections, and JNET to enhance officer and public safety. Electronic offender record exchange between participating counties will simplify county to county transfers. Accurate, complete data is available for monthly, year-end reporting, and grant reporting that supports outcome based program requirements and identify patterns for increased use of alternative treatment programs. The system has been built by The County Commissioners Association of Pennsylvania using CCAP resources as well as federal and state grant funding.
  2. How do I get access to a demo site?
    If a county is interested in seeing the UCM demo site, please contact the Help Desk ucmsupport@portal.org and request a user login and password and the link to the UCM Training site.  The Help Desk can pass the information along to a trainer or available staff member to hold a brief demonstration of the system.
  3. Can someone from CCAP provide our county with a demonstration?
    Yes, a webinar (using GoToWebinar) can be scheduled with CCAP staff by contacting Heather Hiester at hhiester@pacounties.org
  4. What is the Web Portal?
    The Web Portal is an online service for county Adult Probation offices.  This is a product offered through the County Commissioners Association of Pennsylvania’s Criminal Justice Unified Case Management team.  This portal is part of a Criminal Justice Unified Case Management system.  Featuring an online means for low risk offenders to complete mandatory check ins and remain in contact with supervising officers, the UCM Portal also can be used to submit change of address and travel requests; complete court ordered journal entries; view case related documents; and make online payments.
  5. Why should I consider this program?
    While this answer may vary by county, this program will provide for all counties:
    • A software application that is owned by all counties
    • A more cost effective option as opposed to three standalone case management systems for your adult probation, jail and district attorney offices
    • An option to have the applications hosted by a CCAP trusted private cloud
    • The ability to implement a product (Microsoft Dynamics CRM) that can be used by the county technology department to develop other non-criminal justice applications. This gives the county an option for less expensive and more controllable software development.
    • Statewide efforts to share data between participating counties.
    • Mobility with the system.  UCM can be accessed on smartphones or tablet devices with access to the Internet.
  6. What are the benefits?
    The unified case management system offers benefits that include:
    • Does not require programmers or techies to use or maintain
    • Can be hosted internally by a county or in a shared resource environment
    • Is National Information Exchange Model (NIEM) compliant
    • Facilitates Administrative and Officer Management and Scheduling
    • Provides the ability to take forms offline on mobile devices for remote entry and scheduled synchronization
    • Wizard driven reporting for business, non-technical users
    • Expandable. Tool/technology can be internalized in the county and expanded into other departments/areas
    • Facilitates communication with low-risk offenders via external facing web-based communication modules.
    • Facilitates surveys and assessments to assist with classification and risk assessments.
    • Supports direct and indirect offender management
    • Built-In functionality to exchange data with other systems
  7. Which counties are using it?
    Currently, 25 counties are using the CJ-UCM system.  As of June 2016, four counties (Lebanon, Dauphin, Lancaster and Franklin) have two or more departments using the UCM system in their respective counties.
  8. How do I join?
    Please contact UCM Project Management Heather Hiester at hhiester@pacounties.org for an application and a discussion of the process to bring the UCM systemt to their department.
  9. How much does it cost?
    The cost of the program includes an implementation fee for data conversion based on county class size, the purchase of the Microsoft Dynamics CRM licenses and a CCAP support fee based on number of county users. In the event that a county desires to host the application within the county, then there are additional server software costs. Because each county is different, CCAP will provide a cost template and will assist with calculating the costs on a county by county basis. To date most counties have found that the cost calculations have either equaled or been less than what they are spending on current case management systems for jail, adult probation and district attorney departments. When the improved data sharing and decreased manual data entry are figured in, the cost savings becomes even more significant. Contact Rita Reynolds at rreynold@pacounties.org for the cost estimate and template worksheets.
  10. What are the hardware requirements?
    Workstation minimum requirements must include an operating system that is Windows 7 or higher.
  11. What are the software requirements?
    Workstation minimum requirements must include a Microsoft Office 2010 or higher.  The preferred web browser is Internet Explorer, IE10 or above.  In addition a Microsoft Dynamics CRM license must be purchased for each user (either full or limited). For jails (or other similar scenarios where there is shift work) a device license can be purchased so that shift officers who share a workstation can have access. If a county is going to host the UCM application within the county, then SQL Server licensing and a Microsoft Dynamics CRM Server license must also be purchased, as well as Scribe licensing for the automated message integration from AOPC and other sources.