NCJ Number
89264
Journal
Federal Probation Volume: 47 Issue: 1 Dated: (March 1983) Pages: 10-20
Date Published
1983
Length
11 pages
Annotation
This article describes the management information system in the U.S. Probation Office in Washington, D.C., its implementation, problems encountered, project goals, and recommendations based on the experience.
Abstract
Currently, case attribute data are collected monthly for all active cases and for the movement of inactive cases. Fourteen items for each case are coded by the Management Information and Research Section established for this project, with the items being either unchanging attributes of the case or descriptions of case status changes during the month. The data are entered into the computer from computer-printed coding forms completed by the officers monthly. Eight types of monthly reports are routinely produced, and the system has the capacity to answer any queries for detailed information involving any of the attributes coded. A necessary part of the implementation process was the Research Advisory Group, a 'users' group' located in the office. This group approved the design of all aspects of the project and made numerous suggestions. It was more difficult to implement statistical tabulations than to establish the project initially because user-agency staff did not fully understand the mechanics of the new programs and the new programs did not permit processing of data until each case beginning in a month matched officer-by-officer and type-by-type with each case at the end of the previous month. Other implementation problems were associated with improving the management of case information flow, locating and reducing discrepancies between file cards and the computer file, and training personnel in the new section. The major problems encountered in implementation were staff resistance, poor data quality, and inter-organizational conflict. Project goals were in six output areas: operational information (data on particular cases), logistical support (generation of schedules), management control information (data on consistency between practices and policy), problem analysis (identifying and exploring policies and procedures needing review), strategic planning (dealing with expected changes in the organization's environment), and general research (producing empirically-based knowledge). Recommendations are offered in each of these areas, and nine bibliographic listings are provided.