S T A T E O F F L O R I D A D E P A R T M E N T O F J U V E N I L E J U S T I C E BUREAU OF MONITORING AND QUALITY IMPROVEMENT PROGRAM REPORT FOR

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1 S T A T E O F F L O R I D A D E P A R T M E N T O F J U V E N I L E J U S T I C E BUREAU OF MONITORING AND QUALITY IMPROVEMENT PROGRAM REPORT FOR 3M Electronic Monitoring (Contract Provider) 1838 Gunn Highway Odessa, Florida Review Date(s): June 22, 2016 PROMOTING CONTINUOUS IMPROVEMENT AND ACCOUNTABILITY IN JUVENILE JUSTICE PROGRAMS AND SERVICES

2 Rating Definitions Ratings were assigned to each indicator by the review team using the following definitions: Satisfactory Compliance Limited Compliance Failed Compliance No exceptions to the requirements of the indicator; or limited, unintentional, and/or non-systemic exceptions that do not result in reduced or substandard service delivery; or systemic exceptions with corrective action already applied and demonstrated. Systemic exceptions to the requirements of the indicator; exceptions to the requirements of the indicator that result in the interruption of service delivery; and/or typically require oversight by management to address the issues systemically. The absence of a component(s) essential to the requirements of the indicator that typically requires immediate follow-up and response to remediate the issue and ensure service delivery. Review Team The Bureau of Monitoring and Quality Improvement wishes to thank the following review team members for their participation in these reviews, and for promoting continuous improvement and accountability in juvenile justice programs and services in Florida: Melissa Johnson, Office of Program Accountability, Central Regional Monitoring Supervisor Stephanie Lobzun, Office of Program Accountability, Regional Monitor

3 Methodology used for Monitoring Statewide Contracts 3M Corporation provides active Global Positioning Satellite (GPS) electronic monitoring services twenty-four hours a day, seven days a week, to juvenile offenders at the request of the Department of Juvenile Justice. Electronic Monitoring (EM) enhances public safety by providing an additional tool to supervise youth under the Department of Juvenile Justice. The provider is responsible for providing all technology, equipment (software and hardware), systems and related support services, data-storage support services, and twenty-four hours monitoring services and staff. The provider provides a central database to monitor youth activities, GPS monitoring units, software, and hardware to access the internet, as well as all labor, materials, equipment, and cellular wireless service costs. The Department s intended use for GPS electronic monitoring services is to encourage troubled youth to remain crime free, while being supervised twenty-four hours a day in the least restrictive environment possible, while maintaining public safety. The Department contracts with 3M Corporation to provide GPS electronic monitoring services in eighteen of the twenty Florida judicial circuits. The eighteen judicial circuits who use the GPS monitoring devices and the utilization rate on June 22, 2016 are listed below: Circuit 6 (Clearwater) 24 devices Circuit 7 (Daytona) 6 devices Circuit 19 (Ft. Pierce) 11 devices Circuit 4 (Jacksonville) 19 devices Circuit 10 (Lakeland) 8 devices Circuit 11 (Miami) 33 devices Circuit 14 (Panama City) 2 devices Circuit 12 (Sarasota) 1 device Circuit 13 (Tampa) 4 devices Circuit 17 (Ft. Lauderdale) 27 devices Circuit 20 (Ft. Myers) 4 devices Circuit 8 (Gainesville) 15 devices Circuit 16 (Key West) 4 devices Circuit 18 (Melbourne) 10 devices Circuit 9 (Orlando) 24 devices Circuit 1 (Pensacola) 20 devices Circuit 2 (Tallahassee) 12 devices Circuit 15 (West Palm) 22 devices General Description of Services to be Provided 3M Corporation provides active Global Positioning Satellite (GPS) electronic monitoring services to any youth who the Department enrolls in the 3M Electronic Monitoring offender database and fastens with a GPS location device. 3M has two active monitoring centers with personnel who have the ability to monitor offenders in real time, and allows each offender s specific location to be known at any given moment. Based on the findings of the reviews, it has been determined the provider is compliant with the contract, as it is written. The Office of the Inspector General, Bureau of Internal Audit performed an audit of the statewide electronic monitoring program for the period of July 1, 2014 through December 31, The audit findings indicated electronic monitoring increases the workload of Juvenile Probation Officers (JPOs). The audit disclosed, in general, the Department complied with policies and procedures; however, there were noted areas for improvement pertaining to the management of alerts and expenditures related to lost, damages, or stolen electronic monitoring units. Office of Program Accountability Page 3 of 7 (Revised September 2016)

4 Youth to be Served Eligibility and Referral Any youth who is under the Department of Juvenile Justice supervision are eligible for Global Positioning Satellite (GPS) Electronic Monitoring services. The Department uses the Detention Risk Assessment Instrument (DRAI) as a guideline for determining which offenders are placed on electronic monitoring. If an offender is assessed, via the DRAI, as qualifying for home detention/electronic monitoring, the Department has the ability to recommend the use of GPS monitoring services to the sentencing authority. Summary of Services Provided Services to be Provided The provider is required to provide the Department with global positioning satellite (GPS) services twenty-four hours a day, seven days a week, which shall include a monitoring system, which is capable of being accessed through a secure internet connection and fully supported by a secure database for transactional records. The provider shall provide all systems and equipment (software and hardware) required for these services to include the following: - A system with a database to monitor youth activity, - All monitoring units, which are single unit body worn units, which include the transmitter, receiver/dialer, and other related equipment to communicate location data to the provider s system, - All software and hardware required to access the internet (no computers required), - All labor, materials, equipment, cellular wireless service costs and consumables necessary to perform GPS tracking services on an as-needed basis, - The provider is required to have 350 GPS units available for the Department at any given time for the eighteen judicial circuits, and - The provider is required to have Secure Continuous Remote Alcohol Monitoring units available for Judicial Circuit 11 (Miami). Screening and Evaluation The Department has full authority to determine who is eligible and who will be fitted with a Global Positioning Satellite (GPS) device. The Department uses the Detention Risk Assessment Instrument (DRAI) as a tool to determine an offender s eligibility for a GPS device. The DRAI indicates a youth s eligibility for detention services, which includes electronic monitoring. The assessment instrument takes into account an offender s prior criminal history, current criminal charges, and current legal status when determining an offender s right to be released or detained by the Department. The DRAI is a tool used by the Department in recommending which offenders shall be held in a more secure placement or placed on a less restrictive placement, such as electronic monitoring. Summary of Services Provided The provider supplies the department with Global Positioning Satellite (GPS) devices for eighteen judicial circuits, as well as Secure Continuous Remote Alcohol Monitoring (SCRAM) Office of Program Accountability Page 4 of 7 (Revised September 2016)

5 devices for the eleventh judicial circuit (Miami). The provider has a secure database, which allows for the tracking and mapping of each GPS and SCRAM device; however, it is the assigned juvenile probation officer s (JPO) responsibility to enroll and activate each juvenile offender in the provider s secure database. The provider s system requires specific demographic information for each offender enrolled, such as his or her name, Department of Juvenile Justice (DJJ) identification number, guardian s name, physical address where the offender resides, serial number of the device placed on the offender, time zone and DJJ program area. The system provides for youth enrollment and scheduling to be performed through direct telephone request when the Department does not have immediate access to an internet connection. The system further requires the judicial circuit, DJJ region, name and address of the juvenile detention center, and name and contact information for the assigned JPO. The secure database allows for the mapping of an offender s location and saving of the mapped location(s). The system requires the JPO to enter rule functions, which indicate where an offender can and cannot be during specific times. The system allows a JPO to establish inclusion and exclusion zones for each offender. Once an offender is enrolled and activated in the system, it will collect an offender s location a minimum of once every minute while they are in compliance and every fifteen-seconds while they are in violation status. The GPS devices run twenty-four hours a day, seven days a week. The system enables the Department to monitor the near real time position for a specific youth s location at any and all times. For active monitoring, youth location data is uploaded a minimum of once every thirty minutes while in compliance and immediately uploaded the youth is in violation status. The GPS devices communicates directly with an offender by vibrations and alarms. The device vibrates three times to advise an offender of an alarm. The following list are the alarms, which can be communicated to the offender directly from the device: - Power: If the device is flashing red on the power light, it tells the offender they need to charge the device. - GPS: If the device is flashing red on the GPS light, it tells the offender they need to step outside to regain GPS satellite location. - Zone: If the device is flashing red on the zone light, it tells the offender to either leave the location or go to the location where they are scheduled to be. - If the power light, GPS light and zone light are all flashing red, it tells the offender they are trying to be contacted by their assigned probation officer and they need to contact them. When an offender receives an alarm from the device because of loss of radio frequency, loss of GPS signal, unauthorized absence from an inclusion zone, equipment tampering, loss of cellular communication or the device has a low battery the monitoring center is notified of the alarm at the same time the offender is notified by the device. The monitoring center immediately attempts to clear the alarm by contacting the offender and working with them to correct the reason for the alarm. When the monitoring center is unable to clear the alarm, they notify the Department. If the alarm occurs between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, the providers monitoring center notifies the JPO of the alarm. If the alarm occurs between the hours of 5:00 p.m. and 8:00 a.m., Monday through Friday, or on weekends and holidays, the providers monitoring center notifies the assigned DJJ regional call center. The DJJ designated call centers are as follows: - North West Region (Circuits 1, 2, 3 and 14) is located in Escambia County - North East Region ( Circuits 4, 5, 7 and 8) is located in Duval County - Central East Region (circuits 9, 10, and 18) is located in Orange County - Central West Region (Circuits 6, 12, and 13) is located in Pinellas County Office of Program Accountability Page 5 of 7 (Revised September 2016)

6 - South Region (Circuits 11, 15, 17, 19 and 20) is located in Collier County The provider s database sends alert violations to an offender s assigned JPO, by , on a daily basis, no matter if the providers call center or DJJ regional call center was able to clear the alarm. Transition and Discharge When an offender is no longer required to wear the Global Positioning Satellite (GPS) device, the assigned juvenile probation officer (JPO) is required to deactivate the offender and the device in the 3M electronic monitoring database. Then the offender may cut off the monitoring device strap and return the GPS device with its charging device back to the local juvenile detention center or probation office where they were originally fitted with the device. Staffing and Personnel 3M Corporation has assigned a senior account manager to oversee the contractual requirements and equipment outline in contract number P2099. The provider has two monitoring centers; one in Odessa, Florida and one in Jacksonville, Florida. The provider ensures a constant presence of qualified staff to monitor and address any offender violations or equipment concerns at their two monitoring centers. During the annual visit to the Odessa monitoring center, there were approximately ten active staff monitoring and addressing violations and issues coming into the monitoring center, from the computer system. The provider trained each staff member on how to use the system and address violations and issues with offenders enrolled in the program. An interview with one of the monitoring center employees validated the employee knew how to address Department enrolled offenders. Staff Training During the fiscal year, a senior account manager for the provider conducted twentyone trainings throughout the state. There were four trainings held in the north region of the state, twelve trainings held in the central region, and five in the south region. The senior account manager conducted trainings at various locations, such as juvenile detention centers, juvenile assessment centers, and juvenile probation offices. The training provided an overview of the 3M electronic monitoring system, how to place a device on an offender, how to enroll an offender into the database, how to enter rule functions for each offender, and how to track each offender. The training places and emphasis on how to monitor an offender and view an offender s current location, past location, or their location for a specific timeframe. Recommendations As part of the internal audit, it was recommended the Department respond to alert notification from the vendor, as required by policy. The internal audit also recommended additional training be provided to juvenile probation officers related to documentation and properly addressing alerts. It was also recommended to explore the possibility of providing additional resources to judicial circuits to address the increase workload issues pertaining to youth placed on electronic Office of Program Accountability Page 6 of 7 (Revised September 2016)

7 monitoring, and perform quarterly reconciliations, rather than yearly reconciliations, with the provider pertaining to lost, damaged, or stolen electronic monitoring units. The Department recognized the challenges it was experiencing with the current provider. In December 2016, the Department changed providers to BI, Incorporated Electronic Monitoring Solutions. Office of Program Accountability Page 7 of 7 (Revised September 2016)